How to add/update Invoice Template

Invoices reflect the categories, items, conditions, and installments of fees that apply to a particular student or group of students for the term. Most of the time, an invoice template applies to a group of students. For example, one invoice template may apply to Junior secondary students, another applicable to boarding students, etc. You must create fee collectibles (Fee categories, Fee Items, Fee Conditions, and Fee Installments) first before you can create invoices. Use the following steps to create invoices for students:

1. Click on ‘Finance’ on the Menu

2. Click on ‘Fees’

3. Click on ‘Invoice Templates’. In the ‘add/update invoice template section’ you will find four boxes on your left; the top two contain the fee categories and fee conditions you created in the fee collectibles sub-menu.

4. Click on the category (use CTRL-click to select more than one) that applies to the invoice template you want to create.

5. All the fee items that were created and linked to the select fee category(ies) in the fee collectibles section will appear in the ‘Pick Items’ section. Select the Fee Item(s) (use CTRL-click to select more than one) that apply to the invoice.

6. In the ‘Pick Conditions’ section, select the fee condition(s) (use CTRL-click to select more than one) that apply to the invoice.

7. In the pick ‘criteria section’, pick the criteria that apply to the invoice. It might be a specific student or a single criterion like class or a combination of criteria like class, status, sex, new student, etc. Note that when you want to use multiple criteria then you have to save the criteria you select first before you move on to select another one. To select a specific student, click on the students and save, a list of the students in the class will popup, select the student of choice and click on done.

8. In the right-hand section, you will find a tray for ‘Template Details’. Add the Template name, pick invoice style (only one style is available for now), Pick the fee installment that applies if not leave as ‘unlimited’ and then pick fee priority (No worries, fee priority is just for record purposes)

9. Click on ‘Add Template’ to create the template.

How to edit an invoice template

1. Scroll down the ‘invoice template’ subsection you will find all the invoice templates you have created.

2. Select the invoice template you want to edit, click the ‘edit’ button and it will show up on the ‘add/update invoice templates’ section.

3. Make the necessary changes and click on the ‘Update template’ to save changes.

Note that making changes to criteria may affect already created invoices and amounts, so be careful about it. Not to worry though, if issues arise from changes, it can be resolved (read our article on how to resolve invoice issues)