Bringing In Old Debts and Credit
You don't have to start from zero. Enter what each student owed, or had paid ahead, before you moved to Fees101. Parents then see one clear figure, and your debtors list is right from the first invoice.
What happens to each balance
- An amount owed goes on the student's first invoice as its own line, "Previous balance". The parent pays it the same way as their fees, and it is matched automatically.
- If it isn't paid, it carries forward to the next term with everything else. It is only ever billed once.
- Discounts only come off fees, so a sibling or staff discount never reduces an old debt.
- Credit is kept for the student and taken off their invoices automatically, like any other credit. It doesn't show as money received, because it was paid before Fees101.
How to bring them in
Go to Students → Import and download the Excel template.
Fill in amount_owed or credit_balance for any student who has one, and leave both blank for everyone else.
03Upload the file.
Before you confirm, the import lists every balance and the totals, so check them against your own records.
If a balance is wrong or missing
Email support@fees101.com with the student's name and admission number, the correct figure, and proof of why it's right, such as your old ledger or a receipt. We check it before changing anything.
New students after you've started
- You can import new students at any time, such as for a new session. Download the template from Students → Import. Once you've started invoicing, it no longer has balance columns. If an older file still has amounts in them, the students are added and the amounts are left out.
- A new student starts with no balance. Add them to Fees101 and generate their invoice before their parent pays, so the payment has an account number and an invoice to go to.
- Please don't take payment ahead of that. If you already have, contact support@fees101.com.
Good to know
- Enter an amount owed or a credit for a student, not both. If they have both, enter the difference.
- Enter balances per child. Credit belongs to one student.
- Withdrawn and graduated students don't get invoices, so a balance on one of them isn't billed unless they are reactivated. Use the Opening balances report to see these.
- Importing balances takes the Manage Invoices permission as well as Manage Students.
- Students with an amount owed still get an invoice if a term has no fees for their class, so the debt doesn't get missed.
Please check your figures before sending invoices. Parents will see these amounts, and Fees101 can't confirm them for you. Keep your old records as the proof behind each balance.