Student Accounts & Billing

Accounts Overview

How Music Monitor manages finance records.

Billing Overview

How Music Monitor can support your billing process

Manage Debtors

An overview of the Debtors records

Billing Tuition in Advance

How to bill tuition enrolment in advance

Billing During the Term

Billing in advance procedures for enrolment changes during term.

Billing Tuition in Arrears

How to bill tuition in arrears for lessons given according to roll marking.

Send Tuition Fees to Accounts File

Billing lesson fees in bulk

Send Ensemble/class Fees to Accounts File

If you charge a fee for ensemble participation, students will need to be charged by having the Ensemble fee sent over to the Student Accounts file.

Send Scholarships to Accounts

How to include scholarships and bursaries in the billing.

Send Ensemble/Class DISCOUNTS to Accounts

Part of the billing process if you offer discounts on class/ensemble fees.

Send Ensemble Adjustments to Accounts

Credit students, where required, for missed ensemble sessions.

Send Instrument Hire Fees to Accounts

How to send instrument hire to student accounts in bulk.

Billing Camp & Excursion Fees

Sending camp and excursion fees to accounts in bulk.

Billing Tuition Lesson Adjustments

Reconciliation process for producing lesson adjustments

Process All Unbilled Amounts

Finalise unbilled or uninvoiced line items.

Produce and Send Customer Invoices

An overview of this function.

Invoice Setup

Options for the setup of invoices

BPay Option on Invoices

Adding BPay to invoices

Early Bird & Late Fee Setup

How to set up early bird discounts and late fees

Outstanding Balance on Invoice

How to add the total outstanding amount on an invoice

Clickable Link on Invoices

How to put a URL link on emailed invoices.

Add Tax Deductible Blurb

How to add a tax deductible blurb to receipts

Billing Statements

How to use & print billing statements instead of invoices

Bill all Tuition Enrolments for Music diary/other

Send across additional charges relating to tuition enrolments

Billing Period and Reconciliation Period

Explanation of Number of Lessons BP and Number of Lessons RP

Billing in Advance Procedure Checklist

Best practice for billing in advance with attendance roll reconciliation

Mix Billing Tuition in Advance and Arrears

How to bill some debtors in advance and others in arrears for tuition.

Billing in Arrears Procedure Checklist

Procedure for billing in arrears using the attendance records

Billing Procedures (Term 4 Considerations)

Things to consider during Term 4

Miscellaneous charges (for one or more students)

Find a student (or a group of students) and add a miscellaneous charge

Write Off or Refund Credit Balances

How to write off or refund old, abandoned, unused or returned credit balances for debtors

Bill Tuition Discounts in Arrears

How to process scholarships, bursaries and discounts for tuition in arrears.

Special Payment Arrangements and Finance Charges

Managing cases where you have a special payment arrangement in place.

Write Off Bad Debts

Procedure for writing off the debt on a given invoice

Process Payments

How to record payments received into Music Monitor

Produce a Receipt

How to produce and send receipt for payment received.

Creative Kids Vouchers

Suggested procedure for processing Creative Kids Vouchers

Gift Vouchers

Suggested procedure for processing gift vouchers

Non-Invoiced Payments

How to process non-invoiced payments

Transaction History

View or Email Transaction History

Split Invoices & Alternative Debtors

How to split invoices for students between more than one debtor

Traffic Light in Debtors

Overview of the Traffic Light on the debtor form layout

Debtor Report

Overview of the various Debtor Reports

Aged Debtor Report

How to generate a debtor report for a time in the past

Billing Cheat Sheet for Conservatoriums

Handy cheat sheet for use by conservatoriums

Billing Early for Next Term

How to bill for next term if the current term has not been finalised

Change Invoice Note after Sending

How to change the note on an invoice after sending it

Reverse a Billing Run - Invoices

How to undo the generation of invoices

Find Debtor Balance

How to Find Debtor Balances for a particular date and/or term

Billing Proof

The billing proof is a summarised report of amounts billed in Music Monitor.

Accounts Receivable List

The kind of list that might be used to chase up unpaid accounts.

Generate a Journal

Journalising accounts line items 'closes' them off so they can no longer be edited.

Payment List 

This report displays a list of payments received, sorted by payment date.

Payment Summary

Reverse a Billing Run - Export Only

Undo the finalisation of a batch of accounts lines, when your process is to export them for another accounting system

Receipted Line Items by Category

A report for line items fully paid inside a given period.

Change a Payment Method

How to correct a record that shows a payment by an incorrect method