How to Create an Invoice from Scratch

IMPORTANT! In the coming months, we will be phasing out this version of the Tuition Management module. If you are looking for how to work with Contracts in the next generation of the Tuition Management module (which is where all 2023-2024 Contracts were built and sent from), go to the Tuition Management section of our Help Center.

Sometimes you will need to create an invoice for charges that are not included in your contracts. Invoices can be used for a wide variety of reasons including extra supply fees, after and before school care, field trips, sports/music fees, and more. Anytime you need to add an invoice these are the instructions to follow. 

1. Go to Favorites > Families. Filter for and edit the appropriate family.
   
2. From the Edit Family page, the Invoices tab will be highlighted. Click New Inv/CM to create the new invoice.
   
3. This will take you to the Add Invoice to Family page where you will make several selections. Some of these selections will be pre-filled, including Person, Billing Address, and Invoice Date, and you will not need to change those fields. The following fields will need to be filled in:
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   • Start by adding an invoice Description, whatever the invoice is for.
   • Next, make sure you tie the correct Lead Contract to the invoice.
   • Make sure you add a Payment Plan. If there is only one payment plan tied to the family this section will prefill itself. If there are multiple payment plans tied to the family select the one that best suits the invoice.
   • Fill in the appropriate Accounting Item.  You will be able to add more than one accounting item if needed so just add one at a time.
   • Add a Rate for the amount of the invoice. This must be a positive number. 
   • Click Additional Line Items and repeat the above steps for Accounting Item and Rate if you need to add additional items. 
4. Select the Payment Schedule Options.
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   • Paid all on one Date - Select the specific date you want this invoice to be charged.
   • Schedule (of another Invoice owned by selected Person) - Select from invoices the family already has to use the schedule of that invoice. This is helpful when you want to match the payment schedule of an existing invoice this family has. Click here for an example. 
   • Schedule (of any Invoice) - Select the schedule of any other invoices you have in the system. This can be helpful if you want to match to another schedule you have in the system. For example, an invoice with special payment dates that may not already be used by this family.
     Click here for an example.
   • Match Payment Schedules on Date or after - Only payment schedules dates on or after the selected date will be used for the new invoice. 
   • Weighted schedules - Based on relative amounts.
   • Round to Nearest - Will round the payment schedule amounts to the nearest value.
5. Don't forget to Save (found at the top).