Applying Charge Items to Invoices

Overview

When student charge items have been generated, modified as necessary, and designated as “ready for invoicing,” they are then eligible to be assigned to invoices. The invoices must already exist before assigning items to them. Read more about generating invoices.

Once the invoices are created, there are numerous means by which charge items can be assigned to AR invoices.  Regardless of the manner, the system utilizes the same logic when creating the AR items. A charge item is matched to an invoice sharing the same school year. The AR invoice type (comprehensive, tuition, or auxiliary) is then matched to the invoice type of the charge’s catalog item. Finally, if there is no Billing Person specified for the charge item, an AR item is created on the invoice of the student or student’s household (whichever exists).

If a Billing Person is specified for a charge, an AR item is created on that person’s invoice, after which it is recorded on the original student charge and the charge is marked “posted.” The “posted” status will prevent further updates to the charge item. From that point forward, the AR item will be used to track billing and payment status; the charge item will have fulfilled its primary purpose, namely, to generate invoice charges for students.

Creating AR Items From Student Or Household Detail Screens

The system allows charge items to be assigned to AR invoices directly from the Student or Household detail screen. The procedure is identical and can be initiated from either the Student or Household detail screens.

From the Student Detail Screen

The example here displays charge items for the student with several of the items being flagged as “ready for invoicing.” To add those charge items to an invoice, from the Finance tab of a Student Detail screen, click the Action menu  and then Create AR Items, and then confirm when prompted. The system will process each item and, if successful, mark each item as “posted” and record the invoice number in the “AR Inv” column of the charge item grid.

After the procedure completes, click Update Student. When the screen refreshes, notice the modified values in summary data fields at the top of the display, original charge items are marked “posted,” and the fields for those items are disabled (grayed-out) to prevent further update.

From the Household Detail Screen

Follow the same procedure as above, except begin from the Finance tab of the Household detail screen.

Create AR Items From the AR Invoice Detail Display

The system allows charge items to be assigned to AR invoices directly from an AR invoice itself. To do this, click the Action menu  and then Add Student Charges, and then confirm when prompted.

The system will search for all charge items that should be assigned to the invoice and are marked as “ready for invoicing”,  and will then create new AR items. Each of those charge items as “posted” and will record the invoice number on the charge item(s).

Creating AR items via a Batch Process

Adding charge items to invoices one a time are helpful when processing charges for a few students. Processing an entire school’s invoices this way would be time-consuming. To automate the process, Veracross provides a batch capability that will generate invoice items for a wide range of students in a single step.

To do this, navigate to the Student Billing homepage click Invoice Charges under the Charge/AR Processing Section.

Select one of the following three Option Codes:

  • Option 5 – Add PCI’s to Entity Invoices.Selecting this option will cause the system to process all invoices matching criteria specified for other fields in this display.  For each invoice, the system will search for “ready to invoice” charge items that should be assigned to it (based upon student, invoice type, school year), and will create AR items from each charge item.
  • Option 6 – Add Student PCI’s to Invoices. Selecting this option will cause the system to process all charge items for student specified in the “Student” field, and assign those marked “ready for invoice” to an appropriate invoice. NOTE: the system will require that you specify a “Student” when this option is selected.
  • Option 7 – Add Household PCI’s to invoices. Selecting this option will cause the system to process all charge items for household specified in the “Household” field, and assign those marked “ready for invoice” to an appropriate invoice. NOTE: the system will require that you specify a “Household” when this option is selected.

When all criteria have been specified, click Add Invoice Charges  to initiate processing.

When complete, navigate to the Accounts Receivable homepage and run the Unposted Invoice Item Report to verify that invoice items were created as intended. If necessary, make manual adjustments to mark or un-mark charge items as appropriate.

You can also run the Unposted Student Charges report to look for charge items that may not have been assigned to invoices. If charges were not assigned to invoices, verify that data on the unposted charges are accurate and complete. If the data appear to be satisfactory, verify that criteria specified for the batch process was sufficient to encompass the unposted charges.