(Re) Enrollment Contract Invoice / Payment Setup

The various Invoice and Payment options for the (Re) Enrollment Contract Settings are specified on the Contract > Settings page in the “Invoice / Payment Setup” section.

Submission Type determines whether the (Re) Enrollment Contract creates one or two invoices. The reason you will typically choose one option over the other usually depends on how you want the payment term to work. Will the payment term include the initial deposit, or not? If not, then you would use the split invoice option.
- Split Invoice creates an invoice for the deposit amount and a second invoice for the rest of the tuition and fees to be paid. If you are using the Auto Post Invoice option, only the first (deposit) invoice is posted. Note: If you are specifying an Invoice For Date, both the deposit invoice and the contract invoice are issued on that date. Note: With a split invoice, it is easier to handle a non-refundable deposit. If the student decides not to attend, you can simply void the second invoice, and the deposit still pays the first invoice.
- Single Invoice with Payment creates a single invoice for the entire tuition amount, including the deposit amount. The deposit is just a payment against this invoice, so when the deposit is made, it partially pays the invoice. Note: The payment term for the invoice should have the first payment be for the deposit amount due immediately. Note: The invoice fiscal year is determined by the Invoice For Date setting which is typically set for the first day of your next fiscal year so that all revenue is reported for the next year.

Receivable Account is the Accounts Receivable account which is used by invoices and deposits.

Auto Post Invoices automatically posts the invoice after is has been created. If you are using the “Split Invoice” option for Submission Type, only the deposit invoice is posted. Note: If you are using Auto Post Invoices, particularly with a future Invoice For Date, make sure the fiscal year for that date is set up and open in Finance!

Charge Any Due Scheduled Payments includes any payments that are due today or overdue as part of the contract submission payment based on the invoice payment term. This payment is in addition to any required deposit.

Hide Payment Schedule hides the payment schedule on the summary page and the pdf. The payment schedule is based on the invoice's payment term.

Pay by Check does not require a payment at the time of (Re) Enrollment Contract submission. Instead, the parent agrees to mail a check or otherwise pay at a later time.
Echeck Payment Configuration allows parents to pay by Echeck using Automated Payment Processing.
CC Payment Configuration allows parents to pay by Credit Card using Automated Payment Processing.
Note: Automated Payment Processing includes information regarding the General Ledger accounts, Deposit, Unearned/Deferred, Convenience Fee, and other information. To record Stored Payment Info for customer payments, specify the desired type for the Stored Payment Type in the Automated Payment Processing (Finance).
Note: Different payment processors may accept only certain credit cards, or may/may not support ECheck payments. The payment processor may also let you choose which credit cards or payment methods you accept. Please contact your payment processor for support.

Test Mode is used to run the selected Payment Configuration in test mode. This allows you to test the (Re) Enrollment Contract without actually accumulating charges. Note: Make sure to turn this off before you go live with the (Re) Enrollment Contract! Note: Invoices and deposits will still be recorded in Finance.

Invoice For Date allows you to specify a specific date that the invoice is issued. If this date is not specified, the current date is used for the issued date. Typically you specify this date for the start of the next fiscal year. The reason to do this is so that all revenue on the invoice is reported in the next fiscal year. Note: This setting is used in conjunction with the Unearned/Deferred Account to ensure that Accounts Receivable is not underreported between the initial deposit date and this Invoice For Date. Note: Make sure the fiscal year for the Invoice For Date is set up in Finance, or invoices cannot be created.

Deposit Invoice Internal Memo is the internal memo as it appears on the Deposit invoice. This is applicable only for split invoices only. If unspecified, the default value is "Deposit Invoice".

Contract Invoice Customer Memo is the customer memo as it appears on the invoices. This memo shows on the customer statements and is used to clarify what the invoice is for. Example: "Contract 2010/2011"

Contract Invoice Internal Memo is the internal memo as it appears on the Contract invoice. If unspecified, the default value is "Contract Invoice".

Invoice Attribute is an attribute to associate with the (Re) Enrollment Contract invoices. Note: (Re) Enrollment Contract invoices are identified in Finance > Contracts > Student Contracts by matching the Invoice Attribute for the (Re) Enrollment Contract to invoices with that same attribute. Note: You should have a new attribute each year for (Re) Enrollment Contract invoices. If you reuse the attributes year to year, the software will not be able to properly distinguish which invoices are for which (Re) Enrollment Contract, and the totals in Finance > Contracts > Student Contracts will include invoices from multiple (Re) Enrollment Contract years. Note: Additional Invoice Attributes are added by navigating to Finance > Maintenance > Customer Invoice Attributes.

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