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Billing next year's tuition during the current year

Last post 01-22-2009 2:04 PM by Mary Ann Brakstad. 2 replies.
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  • 01-08-2009 3:19 PM

    Billing next year's tuition during the current year

    Reply Contact

    Hi,

    I have converted to the latest release of SB but haven't yet gone through a billing cycle since everything came over from our old system and was previously set up, etc. 

     

    We want to be able to begin our 2009-10 payment plan in February of the current year…ISHHHHH!   We want the charges to show on the regular statement.  How is the best way to go about prebilling tuition in the current year for the following year which begins July ? What is the best way to set it up?  Do you enter the payments as Adv deposits or ???  Do the tuition fees generate based on the SPE code or ? Any ideas as to how to best go about this would be greatly appreciated… Help!!!!

     
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  • 01-13-2009 12:47 PM In reply to

    Re: Billing next year's tuition during the current year

    Reply Contact

    Hey Melissa!

     

    So the billing process is exactly the same as it was in version 6 with one exception.  If you grade based bill AND have Registrar's Office, you will need to run the mark for reenrollment wizard (Done in Registrar's Office) to show what grade the student will be in next year.  Then when you generate tuition, you just need to choose what date you base the student's grade on (which you would choose a date in the 09-10 academic year). 

     

    So you need to:

     

    1.  Copy Billing Items to the new year and update any new amounts (to create the '09-'10 configuration) 

     

    2.  Copy bill codes to the new year (this is if your payment plans typically stay the same for each family).  You can always create a query of student records with their '09-'10 bill codes to ensure they have the codes you want.

     

    3.  Run the mark for reenrollment wizard in RO

     

    4.  DEFINITELY CREATE APPLICATION RESTRICTIONS!  If you use payment plans for 2 pay, 4 pay, or 10 pay charges usually Financial Aid and/or Advance Deposits follow the same plan.  This ensures that the credits to apply only to the charges in the same month.  Because Financial aid is always less than tuition, if you didn't do this, future months of credits would apply back.  So if you have February and July tuition, you create restrictions that makes sure July Financial Aid does not apply to February.  Check this solution and the section under restricting by date.  BB217946   You won’t see the benefit now, but later on when you are running statements, reports and finance charges, it sets you up for better success.

     

    5.  If you need to record any payments that are intended for next year’s tuition, they can be entered as advance deposits at the bottom of the payment screen.  You can have the schedule for the credits point to generate in the next fiscal year to reduce your receivables in the right year.  On statements, there is an option to include ungenerated advance deposits to reduce the total balance of tuition until the time when you actually generate the credits. 

     I recommend doing the process through with one student or one family to become familiar with the process so when you do it for everyone you know the steps.  A good reference of the process is also laid out in Blackbaud’s knowledgebase in solution BB221777.

     

    Best Wishes,

     

    Anthony  

     

  • 01-22-2009 2:04 PM In reply to

    Re: Billing next year's tuition during the current year

    Reply Contact

    Hi Melissa

    I'm Mary Ann at Francis Parker School in San Diego.  We too have upgraded to V.7 and beginning this year will move our first billing for the 2009-2010 school year up to June 1st, prior to our year end close.  I saw Anthony's reply to your post and wonder if you were able to make this work solution work for you? 

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