Class Billing bills a whole class for a term in one go. Pick a class and a term, click once, and every active student gets an invoice built from the class fee structure. Below that you see what the class owes, what it has paid and who still has a balance.
- Where Finance & Billing → Class Billing
- Who can use it Anyone whose role includes Class Billing.
- Set up first Fee Types, Class Fees for the class, and Terms with start and end dates
Bill a class for a term
- Under Class, choose the class, for example JHS 2. The billing details load below.
- Under Bill for term, choose the term. The current term is picked for you.
- Leave Replace existing class-fee invoices for this term unticked (see Re-billing a class).
- Click Generate Invoices. A message beside the button says how many invoices were made, for example Generated 32 invoices for Second Term. Skipped 3 students who already had one.
Each active student in the class gets one invoice with a number like INV-000123. The invoices show straight away in Student Billing and in the parent portal.
Tip: Billing term 2 does not touch term 1. A student who already has a term 1 invoice still gets a fresh term 2 invoice.
How each fee is counted
Each fee in Class Fees has a frequency. The term’s start and end dates decide how many times it is charged on the invoice.
| Frequency | What goes on the invoice |
|---|---|
| Weekly | The fee × the number of weeks in the term |
| Monthly | The fee × the number of months in the term |
| Termly | The fee once |
| Annually | The fee once, in the first term of the academic year only |
For example, a GHS 50.00 weekly feeding fee in a 12-week term shows as Feeding (Weekly x 12), GHS 600.00.
If no terms are set up, the picker says No terms set up (fees bill once each) and every fee is charged once.
Re-billing a class
If you change the class fees after billing, tick Replace existing class-fee invoices for this term and click Generate Invoices again. Each student’s old class-fee invoice for that term is deleted and a new one made.
Careful: replacing an invoice also deletes the receipts already recorded against it, and takes them out of the ledger. Only replace before anyone has paid, or be ready to record those receipts again in Receipts.
If a receipt on an old invoice is dated inside a locked accounting period, that student is left unchanged and the message tells you how many were skipped this way.
Read the per-student ledger
Four boxes sum up the class for the chosen term: Total Expected, Total Collected, Outstanding Balance and Collection Rate.
The Per-Student Ledger table lists every active student with their Invoice status, Expected, Paid and Balance. A badge above the table shows how many students are invoiced, for example 35 active students · 32 invoiced for Second Term.
- Invoiced students show their real invoice total, including any extra charges or discounts added in Student Billing, and what has been paid on it.
- Not yet students show what Generate Invoices would charge them, with nothing paid.
Change the term in Bill for term to look at another term’s figures.
Good to know
- Only students whose status is active are billed. Students who join later can be billed by clicking Generate Invoices again; everyone already invoiced is skipped.
- If the class has no fees set up, you’ll see This class has no fee structure set up yet.
- An invoice that comes to zero is saved as a draft.
- To bill one student, add a one-off charge or give a discount, use Student Billing.