In V7.17.7 I've changed the way the Ensemble Part drop-down list works. It will now sort ALPHABETICALLY for data entry (hooray!), but by a specified order (specified by you) for rolls, printouts, etc. This video explains how it works.
Hooray! I've just added a few new features that will hopefully make split invoicing much easier. (At this stage I have added these features only to the screens used by Conservatoriums and Music Schools i.e. NOT Music Departments in schools. If it becomes apparent that they're needed on the other screens, I'll add them later.)
All these features are available from V7.17.7. So, here's what I've done:
New field on Student Accounts tab: Split Invoicing Notes
You can enter details about the split invoicing arrangements here eg. all amounts to be split 50/50 between two parents; OR School to pay tuition fees, parents pay everything else; OR grandmother to pay cello tuition and hire; etc.
New button and field on Additional Contacts & Siblings tab: Set Up As Debtor, and Family ID
Add additional contacts to this portal by clicking the green plus button at the top right. Enter all their details, then close the window. If the additional contact is to be responsible for part of the account, click the green "Set Up As Debtor" button. The Debtors table will then import the details from this record and create a new debtor record. You will be able to see their Debtor ID in the field to the right of the green button.
To view the record in the Debtors table, click the number in the Debtor ID field ("100" in the example above). You will jump to that record in a new window.
Debtor ID now visible in Accounts portal
When you do the billing in the usual way (by 'sending to accounts' from the various files), the line items for students will always attach to the PRIMARY debtor by default. However, once you've finished 'sending', you can:
1. Go to the Students file
2. Do a find for all 'Active' students with something (*) in Split Invoice Notes
3. Change the Debtor ID for individual line items (or alter the amounts on the original line items and create new line items for the secondary debtors.) You can change the Debtor ID by either clicking in the field and manually typing the correct number OR selecting from the drop-down list.
Process Unbilled Amounts
If you need to process the invoice for this student straight away (rather than in a batch with all the other invoices), you will use this green button at the bottom right of the Accounts tab.
I've modified slightly the script attached to this button, so that it will pick up ALL unbilled line items for this one student AND any siblings attached to the same primary debtor, AS WELL AS any unbilled line items attached to other debtors but ONLY for this one student.
So, for example, if you have a school attached to this student as a secondary debtor, and that same school is responsible for the accounts for a number of other students, this button will NOT pick up the other students. But of course, if you 'Process All Unbilled Amounts' from the What Do You Want To Do screen, you will pick up ALL of them.
Alison is the developer of Music Monitor and loves adding things to make your life easier. Check in here regularly to see what she's working on!