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A billing run is the moment your fee matrix and your term enrolments become actual money owed. It bills every enrolled pupil in the term in one pass.

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Preview before you issue

Always run the preview. An issued invoice cannot be edited — only credited, refunded or voided — so the preview is your last cheap opportunity to notice a mistake.
The preview shows you, before anything is written:
  • How many pupils will be billed
  • The total that will be charged
  • The breakdown by fee item
Check the pupil count against your actual roll. A count lower than expected almost always means pupils without an enrolment for this term, not a pricing problem.

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Running it

1

Check enrolments are complete

Every pupil who should be billed needs an enrolment in this term.
2

Check fee categories

Review who is on a discount before you bill, not after. See Discounts.
3

Preview

Compare the count and total against what you expect.
4

Set the due date and issue

The run creates one invoice per pupil, numbered from your invoice sequence.
The run records who executed it, when, how many invoices it produced and their total — see the audit log.

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You cannot bill the same pupil twice

Running a term’s academic billing a second time does not double-bill anybody. The system refuses a duplicate outright, at the database level, rather than trusting anyone to remember.
The guard is one invoice per pupil, per term, per kind, per period — so a pupil’s academic invoice and their feeding invoice coexist happily, while a second academic invoice for the same term is impossible. If a run is interrupted, run it again. Pupils already invoiced are skipped and the rest are picked up.

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Fees added in the middle of a term

Where a charge is agreed after billing has already gone out, EduControl can bill that addition to pupils who were already invoiced, without disturbing the invoices they hold.

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Reversing a run

A whole run can be reversed, with a reason recorded against it. Use this when the run itself was wrong — the wrong term, or a grid with a bad price — rather than when one pupil’s bill needs adjusting. For a single pupil, a credit note is the right instrument.

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Invoice statuses

A credit note reduces what has to be paid, so a partly paid invoice can become Paid through a credit rather than through cash.

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Who can do this

The edit_finances permission.