Self-Service Import

With Self-Service Imports, school administrators and service specialists can upload billing information to a family's account.

Note: Tuition Fees allow schools to track revenue by different subsets of students and apply it to multiple general ledger accounts. For more information, see the Tuition Fees help topic.

Billing data file templates that include all required columns are available for download.

  • Student Template: select when importing student-based fees. Family ID is not required for this template if a School Student ID or Student First Name and Student Last Name are provided for each billing item row.

  • Family Template: select to import family-based fees. School Student ID, Student First Name, and Student Last Name are not required for this template.

  • Blank Template: Select for a template that includes basic column headers.

Download and fill out the template:

  1. At the bottom of the page, under Batch Uploads, select Self Service Imports.

  2. Under Prerequisites, use Choose Template to select a template to download.

  3. Open the downloaded template. Your browser settings determine where your downloads are saved.

  4. Fill in the following fields before importing the spreadsheet.

    • Family ID: The unique ID that identifies each family.

    • School Student ID: The unique ID to identify each student.

    • Student First Name The first name of the student. This information is provided by the family and approved through the application on boarding process.

    • Student Last Name The last name of the student. This information is provided by the family and approved through the application on boarding process.

    • Billing Name: The name of a Tuition Fee, Tuition, Fee, or Discount item created by the school administrator or service specialist. The name must be unique across all fees and discounts. To upload tuition, enter "Tuition" in this column.

    • Amount: The sum of the Tuition Fees, Tuition, Fees, and Discounts.

    • Notes: Enter any additional information for the billing item. The information added here displays as a "reason for adjustment" in the family's billing adjustment audit trail.

    • Custom Fee Description: Fee description that is unique to the student and displays on invoices and the parent site. For example, for a Music Lessons fee, the Custom Fee Description may specify the musical instrument.

Once the spreadsheet template is complete with all required fields, it is ready to upload to Tuition Management. Under Batch Uploads, select Self Service Imports, then Import your spreadsheet. From here you can either drag the file into the window or click to browse and select a file from your computer.

Note: Only .xlsx and .xls file are accepted and files must be 512 KB or less.

With a file added, select Process Attached File to upload the file. Once the file finishes uploading, select Next to move on to step 2. Once all billing items are successfully matched, select Next to begin the last step of this process. Once all names are matched, select Import Batch to finalize the upload and begin the billing options setup.

Note: No billing is applied to accounts until you complete the billing option setup and submit and process the batch.

Note: During the billing import process, users can abort or save the batch at any time. If Cancel or Exit Batch is selected, users select if they want to save the import for later, continue working, or abort.

If an error occurs during the initial upload, a message appears along with the error type and the row number in question. Errors are separated into three sections:

Import file: Review the error or select Download PreErrorReport.xlsx to download a report that displays each error in the batch. When all errors are resolved, abort the current batch and then re-upload the file.

Billing item matching: If an error occurs during the billing item matching phase of the upload, select the correct billing item from the available list. A green icon appears when the issue is resolved.

Student matching: If an error occurs during the student matching phase, select the correct student name from the provided list. Then select Import Batch to continue.

Once the batch is successfully imported, you'll go through the billing options setup to establish distributions, amount options, and edit amounts for billing item or students and families as needed. Users have a number of customization options at their disposal here, including the ability to change the sort order of the columns, as well as a search option to help find specific billing items.

To complete the billing item setup, each item listed under Setup Required must have Distribution options and Amount options specified. If no setup is required, you can go right to Setup Complete.

To edit the Distribution Options or Amount Options, select the context menu, then Setup Billing Item.

Distribution Options determine how a billing item is allocated. Choose from the following options:

  • Apply to first available month: The billing item is added to the next available month.

  • Spread across plan: The billing item is distributed throughout all available months.

  • Spread with tuition: The billing item is distributed across all available tuition months.

  • Apply to specific months: User selects a specific month to apply the billing item to.

  • Spread across specific months: User selects specific months to apply the billing item to.

Amount Options specify how an imported item should be applied if another instance of the item already exists on an account for the same month:

  • Combine: Adds the value to the existing amount. For example, if a family already has a $10 fee billed for an item and you're importing another $10 fee for the same item in the same month, the family is billed $20 for the item.

  • Override: The existing amount is removed and replaced by the imported amount.

The following information also displays for each item:

  • Billing Item: The Tuition Fee, Tuition, Fee, or Discount name created by the school administrator or service specialist.

  • Type: The item type is either Tuition Fee, Tuition, Fee, or Discount.

  • Records: Select the link to view all students and families associated with the billing item in the import.

When the Distribution Options and Amount Options are set up for all items, select Setup Complete to move to the next step.

All billing items that are complete and do not require additional setup are listed under Setup Complete. Keep in mind that even though these billing items are complete, they can be further modified. If no modifications are needed, select Student Records to move on to the next step.

To edit the existing Distribution Options or Amount Options for a billing item:

  1. Select the context menu, then Edit Billing Item.

  2. Under Distribution Options, choose how the billing item is allocated.

    • Apply to first available month: The billing item is added to the next available month.

    • Spread across plan: The billing item is distributed throughout all available months.

    • Spread with tuition: The billing item is distributed across all available tuition months.

    • Apply to specific months: User selects a specific month to apply the billing item to.

    • Spread across specific months: User selects specific months to apply the billing item to.

  1. Under Amount Options, specify how the imported item is applied if another instance of the item already exists on an account for the same month:

    • Combine: Adds the value to the existing amount. For example, if a family already has a $10 fee billed for an item and you're importing another $10 fee for the same item in the same month, the family is billed $20 for the item.

    • Override: The existing amount is removed and replaced by the imported amount.

  1. Select Update all student/family records with the above settings to apply the new settings.

    Note: Selecting this option overwrites any customization made previously on the Student Records and Family Records tabs.

  2. When finished, select Student Records.

Student Records displays all students who have a student-based billing item in the import. From here, you can edit the amount and distribution options for individual billing items for individual students. If no changes are needed, select Family Records to move on to the next step.

To edit a student's amount or distribution for a billing item:

  1. Locate the student and the billing item you need to update.

  2. Select the context menu, then Edit Options.

  3. Update the Amount as needed.

  4. Update the Distribution options as needed.

  5. Select Save.

  6. Repeat for any remaining students and billing items.

If a student's individual billing item has been modified, Customized displays Yes. To revert to the original setting, select the context menu, then Revert Customization.

When finished, select Family Records.

Families with a family-based billing item in the import are displayed here and you can edit the amount and distribution options for individual billing items for a specific family as needed.

To edit a family's amount or distribution for a billing item:

  1. Locate the family and the billing item you need to update.

  2. Select the context menu, then Edit Options.

  3. Update the Amount as needed.

  4. Update the Distribution options as needed.

  5. Select Save.

  6. Repeat for any remaining families and billing items.

If a family's billing item has been modified, Customized displays Yes. To revert to the original setting, select the context menu, then Revert Customization.

Once the above steps are complete or if no edits are necessary, select Submit & Process Batch to finish the process. You can track the progress of your import and view the results in Import History.

Note: To exit the import without processing, select Exit Batch to cancel this batch session.

A list of all imports displays under Import History. You can select Continue Working to resume working on a saved batch or select View Results to review the details for a finished batch. No additional actions are available on aborted batches.

When viewing results, the details are separated into three sections: 

  • Exceptions: Any billing items not successfully processed are displayed here along with any applicable error messages.

    Note: Any billing items that didn't get processed first need to have the issue resolved, then resubmitted in a new batch.

  • Students: Displays all processed student billing items.

  • Families: Displays all processed family billing items.