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Invoicing
Xperios runs billing twice, and which run an activity falls into depends on one thing: who is being invoiced.
| Who is invoiced | |
|---|---|
| Individual invoicing | The parent, or the adult learner themselves |
| Organisation invoicing | A school or organisation, for the pupils it sends you |
A service can run both at once — the same instrument, taught in the same school, billed to parents for some pupils and to the school for others. The pupil's payer decides which run picks them up, and nothing else does.
Direct and Indirect are a different question
It is easy to read "direct" as "billed to the parent". It does not mean that.
Direct and Indirect describe how the charge arises, not who pays it:
- A direct charge belongs to the pupil's own activity — their lesson, their membership, their hire.
- An indirect charge belongs to the agreement with the organisation, and is raised against the plan rather than against any one pupil.
So a School Direct Tuition — a directly raised charge for a lesson taught at a school — may be billed to the parent or to the school. If the school pays, it is invoiced by the organisation run, even though the charge itself is direct.
The two ideas are independent, and confusing them is the single easiest mistake to make about invoicing in Xperios.
What decides which run
The payer on the activity. If they are an organisation, the organisation run invoices them; if they are a person, the individual run does. The same service type and the same rate can go either way.
How often
The service type says Yearly or Termly. That is a property of the service type, not of the pupil, so a yearly-billed activity is invoiced once however long the pupil stays.
When an invoice is raised
Several things raise an invoice, and they all use the same rules and the same calculation — a fee raised the moment somebody accepts is worked out exactly as the overnight run would have worked it out.
| When | What happens |
|---|---|
| The nightly billing run | The usual way. Everything due is picked up and invoiced overnight |
| An offer is accepted | The activity is invoiced there and then |
| A member is accepted into a group | The membership is invoiced |
| A hire is added | The hire is invoiced |
| A pupil is transferred | The old charge is credited and the new activity invoiced — see Transfers |
| Somebody pays at the point of application | Where the service type is a direct purchase, it is paid for as it is applied for |
| Create Invoice, on the activity | For when you want one now rather than waiting for tonight |
Withdrawing somebody does the opposite: it credits what they have been charged for the part they will not take.
They are all the same calculation
This matters more than it looks. If a fee raised on acceptance seems wrong, the nightly run would have raised exactly the same figure — so the thing to question is the rate, the entitlements or the dates, not which route raised it.
Nothing is invoiced until the year or term is opened for it
A date on the academic year, and on each of its terms, says when invoicing may begin. Until it is filled in and reached, no invoice is raised by any of the three routes. An empty date is not "invoice straight away" — it is "never".
This is the commonest reason a billing run appears to have done nothing. See Opening the year.
What is on these pages
- Individual invoicing — the parent-billed route in full: what is selected, when, and what stops it
- How a fee is calculated — the one engine behind every fee, and how to read what it did
Organisation invoicing has its own page to come.
What is billed elsewhere
These pages cover tuition, group membership and hire. Events, auditions, exams, studies and purchases are charged by their own routes, on the pages for those activities.
See also
- Debtors — who owes what once the invoice exists
- Payment schedules — paying by instalments
- Refunds — giving money back