How do I create donation requests?
To view a video clip of this procedure, click
Creating “Donation” requests involves creating invoices.
It is important to ensure that children’s information is up to date
before creating invoices; including any timetable changes coming up in the
future that you know about.
1. From anywhere in the system,
click the green “Accts” puzzle piece on the left hand side; or from the home
screen, click the “Billing” and then the “Accounts Processing” buttons.
2. Select the “Category” which is
usually “Current Enrolments”
3. Select the date for which you
wish to invoice up to which MUST always be a Friday. For example, if you wish to invoice up to the
end of term, set the "Effective Date" to the last Friday of
If term finishes on a Thursday, you still set the "Effective
Date" to the Friday afterwards.
4. Make sure the
"Invoices" radio button is selected and highlighted red.
5. Click the "Create
All" button and a message will appear asking you to confirm that you want
to create these invoices; click the “Ok” button.
Once the invoices have been created, the system will return to the
“Accounts Processing” screen for you to review the invoices showing under the
“Uncommitted Items” heading before committing the invoices to the children’s
6. Click on the "View"
button in the "Uncommitted Items" section to review the invoices
A list of all of the children who will invoiced will be displayed
together with the amounts that they will be invoiced for. Amounts are
calculated based on information from the child's timetable, sign in sheets and
You should carefully check this list to ensure that the children have
been invoiced for the correct amounts.
7. If any of the amounts do not
look correct, you can check to see how they were calculated by clicking the
"Modify" button next to the child's name and then click the
"Explain Fees" button.
If the amounts are incorrect, click the "Previous" button,
then click the "Delete All" button.
Correct the timetables, sign in sheets fee structures etc. that caused
the invoices to be incorrect and then begin the invoicing procedure again.
8. When all of the invoices are
correct; scroll to the bottom of the screen and click the “Commit” button, or
click the “Previous” button; and then the “Commit All” button.
The charges have been applied to the account so you are now ready to
print the donation request letters. To see how to print the “Donation Request
Letters”, click here.
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