Student Invoices: monthly student account statements

Student Invoices makes a statement for each student you pick: one page per student, all in one PDF. Use it to bill families for what their student bought in the school store, to see everything that happened on an account in a month, or to print statements for the families who owe money. The students shown in the pictures below are made up.

Two ways schools use student accounts

The statement works for both.

• Prepaid: families add money first, and the student spends it down. The balance stays at zero or above.
• Bill afterwards: the student is allowed to go below zero (the school sets the limit in System Values), and the school bills the family later. A balance with a minus sign, like -$35.49, means the family owes that much.

How to create the statements

1. In the Store, go to Student Credits. To bill the families who owe, set the filter to Negative Balance.
2. Tick the students you want. Use the box at the top of the list to tick everyone.
3. In the bar that appears, click Student Invoices.

4. Choose the dates. Last month and This month so far fill them in for you.
5. Choose your options (explained below), then click Create PDF.
6. The PDF opens in a new tab with one page for each student, in name order. Print it or save it.

You can run last month’s statements a few days into the next month. Purchases made after the last date you choose do not change the statement.

The options

• Include the previous balance and payments (ticked by default). The statement shows the balance before your first date, the purchases, the payments or money added, and the balance at the end. Untick it to show only the new charges in your dates and their total. This is the choice for a school that keeps a running balance all year and only wants to bill the month’s purchases.
• Show what the student can still spend (ticked by default). Shows “Available to spend”. If the school lets balances go below zero, it also shows the account limit.
• Only students who owe money (unticked by default). Tick it to leave out students who owe nothing on the last date, for example students with a positive balance. Leave it unticked to see everything that happened on each account. A student with nothing at all to show (no purchases, no payments and nothing owed) never gets a blank page.

What a statement shows

A school that bills afterwards

Each page lists the purchases and the payments received, then a short summary. The balance uses a minus sign when the account is below zero, and the highlighted line says Balance owed so a family does not have to work it out.

Only the new charges

With “Include the previous balance and payments” unticked, the page shows just the purchases in your dates and the total charges.

A school where families add money first

The summary says Money added to the account instead of payments, and the highlighted line says Balance available.

Good to know

• Record each payment you receive with Add Credits on the student, and put the check number in the note. That is what shows on the statement.
• Prices on the statement include sales tax where it applies.
• If a family pays only part of what they owe, the rest shows as the balance before the next month’s dates.
• If you click Create PDF and see a message that no students match, try other dates, or untick “Only students who owe money”.

Clearing balances at the end of the year

On the same Student Credits page, Zero out Balance clears accounts. It works for both kinds of balance, but only one kind at a time: tick only the students with a positive balance, or only the students with a negative balance. Zeroing out a negative balance adds back what the student owed, so the account ends at $0.00, and no payment is recorded.