Part 2. Journeys
2.9 Billing a term
Publish the fee schedule, check payer shares, preview and commit a run, then review its invoices for delivery.
Written forBusiness manager
What this journey achieves
The business manager sets the charges and payer shares, previews a billing run and commits it after reviewing the proposed charges. Kestrel raises the invoices and offers them for review before delivery where it is the sender. The finance system keeps the ledger and reconciles payments.
A fee schedule is a draft until it is published. Once published, a version never changes: a mistake is fixed by publishing a correction, and bills already made under the old version stand.
The steps in order
- Business manager
Open the fee settings. Give the "Year", the "Name" and the "Currency" and choose "Start a year". Add the billing periods with "Add a period": the number, name, first and last day, and the day it is due.
/app/settings/fees5.5 Module settings - Business manager
Make sure the charge categories the lines need exist under the school's vocabularies.
/app/settings/vocabularies5.1 Settings and setup - Business manager
On Fees, choose "Add a line" for each charge. Give the "Code", "Name" and "Amount", and choose what it is "Charged for" (each student, each family or each unit), when it "Falls", its category and its year level. Choose "Save it".
/app/billing3.12 Billing - Business manager
On the Rules tab, choose "Add a rule" for each discount or holding fee. Choose the kind, the order it applies in, what it takes off and, for a sibling rule, the child number it starts from.
/app/billing3.12 Billing - Business manager
Read the draft once more, then choose "Publish". The dialogue says the version is never changed after this.
/app/billing3.12 Billing - Business manager
Open a student's page and the "Fees" section. Under "Who pays", split a category between payers with "Add a payer", give each a "Share" (or "Split evenly") and choose "Save the split".
/app/people/[id]3.1 Students and households - Business manager
Check Invoicing settings: the receiving entity, invoice template, sender and each fee category's ledger and tax mapping. A category without a mapping prevents the run committing.
/app/settings/invoicing3.12 Billing - Business manager
On Fees, open Runs and preview the period as at the chosen day. Read each proposed charge and resolve the contradictions before committing. Abandon an unwanted preview with a reason.
/app/billing3.12 Billing - Business manager
Open Invoices from the committed run. Hold any that should wait, then approve the queued invoices for delivery. Inspect the send log and resolve any refused delivery.
/app/billing/runs/[id]/invoices3.12 Billing
Things to watch for
What happens next
Each responsible family member sees only invoices and notes addressed to them in the portal and can download the PDF. The configured sender decides whether Kestrel or the finance system delivers an invoice. Payment reconciliation and the ledger stay with the finance system.