Billing Categories are the different types of fees a school charges — for example, School Fees, After School Care, Meals, Extra Classes. Only one school fee billing category should be created for the entire school, though multiple payment options (e.g. Gr. R, Gr. 1–7) can be set up within it. Before invoicing can be done, billing categories must be set up first.

Finances > Debtors > Billing & Grouping Categories

How do I add a billing category?

1. Click the blue Add button. Fields marked with a red * are compulsory.

2. Enter the name of the billing category. This name appears on statements (e.g. “School Fees” becomes “School Fees charged” on invoices). Keep the name short and simple.

3. Choose whether to capture opening balances for this category (applicable when migrating to d6+).

4. Indicate if this will be used as a billing category.

5. Indicate if it can be used as a statement grouping category (allows printing statements showing only this category).

6. Each learner must be linked to this category: Select Yes if the levy is compulsory for all learners, or No for optional fees (e.g. After School Care).

7. More than one of this category can be linked to a learner: Select No for school fees. Select Yes for categories where a learner may be charged multiple times (e.g. Maths Extra Classes and Science Extra Classes).

8. Indicate if this is a school fee category.

9. Choose whether this category uses the general school banking details or specific banking details (applicable for hostels or aftercare).

10. Choose whether to use a different logo for this category (applicable for hostels and aftercare).

11. Set the ordering in which this category appears on the statement.

12. Click Add to save.

How do I edit a billing category?

1. Click the radio button in the Selected column and click Edit, or click the edit icon on the left.

2. Make the required changes and click Save.

• Important: All items linked to this category will be updated, including debtor statements.

How do I delete a billing category?

Click the X button next to the category, or select the radio button and click the red Delete button. A billing category cannot be deleted if active payment options are still linked to it.

Frequently asked questions

Can I create more than one school fee billing category?

No. Only one school fee billing category should be created for the entire school. Different payment options (e.g. Gr. R or Gr. 1–7) can be set up within that single category.