Billing Management Overview

Aging visually graphs cumulative past due balances that fit within respective Aging periods.

Each Aging period and the cumulative total of past due balances within that period appear above the graph.

The Legend provides color-coded labels for identifying the relationship between eachAging period. Using Aging, Billing clerks identify the status and prevalence of delinquent accounts.

Use Refresh to get the latest Aging data and update the data under Aging on the Students list.

Needs attention provides direct access to two separate links that communicate the number of unapplied credits and unapplied payments; select either of these links to begin applying either payments or credits to charges.

Payments that fail are compiled and accessible for review via the Review failed payments link.

Auto-Pay plans suspended by either a payer or Billing clerk are listed on the Review Auto-Pay on hold page.

Post to GL enables Billing clerks to search for transactions not recorded in their general ledgers to then be imported in either a third-party solution or directly into Blackbaud Financial Edge NXT.

There are two ways to use Post to GL:

• Directly to the journal ledger in Blackbaud Financial Edge NXT.

• As an export file to import into your third-party solution of choice.

Work with previous runs provides a list of all batch records, providing a means to delete, retry, or revert both failed and open batches, export the data, and mark the distributions as posted.

Receivables cumulatively tallies all collected and delinquent tuition and related charges across the current billing year. Receivables are further differentiated by those that are Required fees (e.g., tuition) and those that are Optional fees (e.g., yearbook).

View the fee allotment break-down for each Receivables total by selecting the tallied amount.

Generate charges (e.g., required fees, optional fees, and tuition) for all students for a given school year and session. All charges generated have the same Charge date and Due date, based on the respective dates applied when generating charges.

To get started, select Generate charges under Receivables on the Overview.

To generate charges:

1. Select a School year.

2. Select a Session.

3. Optional: Select Tuition and any Required fees to generate charges for those options.

   1. Optional: Select Update existing tuition charges to update unposted charges to reflect changes to enrollment, classification, and other registration status updates. Updates to charges are recorded in the charge's change history.

4. Enter a Charge date that is applied to all generated charges.

5. Enter a Due date that is applied to all generated charges.

6. Select Generate Charges.

Once complete, charges are generated for any options selected within the opted school year and session; generated charges are visible at the top of the Recent charges list. Additionally, upon success, under Receivables, the number of students with required fees and the amount of total billed increases.

All relationships that meet the defined criteria now appear under Statement recipients on the student Billing profile.

Assign statement recipients automatically assigns each student as responsible for repaying fees.

Assign statement recipients:

1. Select Assign statement recipients.

All students without statement recipients now appear under Statement recipients on their Billing profile.

Add payment plans to multiple students at once using Add payment plans to group. This approach reduces the time spent adding payment plans when compared to doing so on a one-by-one basis.

To get started, as a Billing clerk, select Add payment plans to group under Tasks on the Billing Management overview page.

1. Under Defaults, select the School year that the Plan name exists within.

   Note: The inputs under Defaults can be overridden when adding multiple groups of students. Defaults only explicitly applies to individual students added under Search for a record.

2. Under Payment plans to Add, select Add a group of people. Choose between the available import options:

   • Use a specific group:

     Select between available filters to exclusively add to all students who meet the option requirements criteria.

   • Pull a list from an excel spreadsheet:

     Leverage student data available in an Excel (.csv) spreadsheet. This format is ideal when working with student data that has been exported from Billing management or manipulated in another application.

     Tip: For an example of the expected .csv file format, select an option under Import formats and then select Create file template.
     

     Select between the available Import formats, noting the differences:

     1. Student name only:
        

        Students with a matching first name and last name have the Payment plan applied toward their account.

     2. Student name with user id:

        Precisely matches a student by additionally supplying the student id. This approach reduces the chance of a student being misidentified.

     3. Student name with payment plan data:

        Precisely matches students by referencing Payment plans already applied to their accounts.

     4. Student name with payment plan data and user id:

        Precisely matches students by referencing Payment plans already applied to their accounts along with the unique student id. This approach reduces the chance of a student being misidentified.

     Tip: The student id is procured from several locations, such as lists when the student id column is selected.

     Once selected, select Create template file and download the .csv file. Follow the example and column structure exhibited in the file by copying and pasting your student data into the existing structure. Drag your completed file onto Drag a file here or click to browse and select your file.

   • Paste a list of students:

     Enter a student's first name and last name (e.g., John Doe). Ensure each student's name is on its own line.

3. Select Next and enter the Payment plan data that is applied to the group of students selected. Either leave the Defaults as-is or replace the default Payment plan data with a new set.

4. Repeat the above steps as needed to add additional students or Payment plans.

5. Add individual students by entering a student's first name and last name into the Search for a record text box. Selected students have the Payment plan data from Defaults applied to them.

6. Select Add Payment plans.

Add enrollment deposits to multiple students at once using Add Enrollment deposits to group. This approach reduces the time spent adding payment plans when compared to doing so on a one-by-one basis.

To get started, as a Billing clerk, select Add Enrollment deposits to group under Tasks on the Billing Management overview page.

1. Under Defaults, enter the Billing year and date the enrollment deposit Amount was Paid on.

   Note: The inputs under Defaults can be overridden when adding multiple groups of students. Defaults only explicitly applies to individual students added under Search for a record.

2. Under Enrollment deposits to Add, select Add a group of people. Choose between the available import options:

   • Use a specific group:

     Select between available filters to exclusively add to all students who meet the option requirements criteria.

   • Pull a list from an excel spreadsheet:

     Leverage student data available in an Excel (.csv) spreadsheet. This format is ideal when working with student data that has been exported from Billing management or manipulated in another application.

     Tip: For an example of the expected .csv file format, select an option under Import formats and then select Create file template.
     

     Select between the available Import formats, noting the differences:

     1. Student name only:
        

        Students with a matching first name and last name have the Enrollment deposit applied toward their account.

     2. Student name with user id:

        Precisely matches a student by additionally supplying the student id. This approach reduces the chance of a student being misidentified.

     3. Student name with payment plan data:

        Precisely matches students by referencing Enrollment deposits already applied to their accounts.

     4. Student name with payment plan data and user id:

        Precisely matches students by referencing Enrollment deposits already applied to their accounts along with the unique student id. This approach reduces the chance of a student being misidentified.

     Tip: The student id is procured from several locations, such as lists when the student id column is selected.

     Once selected, select Create template file and download the .csv file. Follow the example and column structure exhibited in the file by copying and pasting your student data into the existing structure. Drag your completed file onto Drag a file here or click to browse and select your file.

   • Paste a list of students:

     Enter a student's first name and last name (e.g., John Doe). Ensure each student's name is on its own line.

3. Select Next and enter the Enrollment deposit data that is applied to the group of students selected. Either leave the Defaults as-is or replace the default Enrollment deposit data with a new set.

4. Repeat the above steps as needed to add additional students or Enrollment deposit.

5. Add individual students by entering a student's first name and last name into the Search for a record text box. Selected students have the Enrollment deposit data from Defaults applied to them.

6. Select Add Enrollment deposits.