Fees · Guide
The life of a bill
The statuses a bill moves through, and the money rules behind them.
Every bill has a total, an amount paid and a balance. The app works out the balance and the status for you whenever a payment, discount or correction changes the bill. You never type a status.
Bill statuses
- Draft: not issued yet. Families cannot see it and it cannot be paid until you select Issue invoice in the bill.
- Issued: sent and nothing paid yet.
- Part paid: some money has been paid and a balance is left.
- Paid: nothing left to pay.
- Overdue: the due date has passed and nothing was paid.
- Cancelled: voided. It stays on record but can no longer be paid.
- Adjusted: the bill was changed by an approved correction.
Money rules
- Total = subtotal minus discount plus late fees. It never goes below zero.
- Balance = total minus what has been paid. It is never negative.
- A payment cannot be more than the balance.
- A discount or correction can never take off more than what is still unpaid.
- Amounts are kept to two decimal places and shown in the school's currency.
- A payment date cannot be in the future, or before the bill was issued.
- The same reference number cannot be recorded twice on one bill.
Payments
- A payment by cash, bank transfer, card or online counts as paid at once.
- A cheque is recorded as waiting to clear. The bill does not change until you mark the cheque Cleared. If it Bounced, nothing counts as paid.
- A payment recorded by mistake can be reversed. The balance goes back up and the payment stays on the list marked Reversed.
- Every payment can print a receipt.