Part 1: Centre Billing Settings & Fee Configuration

Overview

The Centre Billing module provides comprehensive tools for managing your billing infrastructure. This section covers two main areas:

Centre Billing Settings:

  • Billing Profile Management
  • Bank Information Setup
  • GST Configuration
  • Payment Mode Settings
  • Master Bank Lists
  • Billing Schedule Management

Fee Configuration:

  • GL Code Management
  • Fee Account Setup
  • Fee Item Configuration
  • Fee Discount Management


1.1 Centre Billing Settings

Billing Profile Management

The Billing Profile serves as the foundation for your billing operations, containing essential information about your organization.


Steps to Manage Billing Profiles:

  1. Navigate to Billing Settings

    • Click on "Billing Settings" from the main menu

  2. Search and Filter

    • Use the search functionality to locate existing billing profiles
    • Apply filters to narrow down your results

  3. Create New Profile

    • Click "Create" to establish a new billing profile
    • Fill in all required information fields

  4. Profile Management

    • Click the three-dot menu (⋮) to access additional options
    • Select "Archive" to deactivate profiles no longer in use


Profile Actions Available:
  • Edit Info: Update existing profile information
  • Assign to Centres: Link profiles to specific centres
  • Archive Profile: Deactivate unused profiles



Bank Information Setup

Bank Information management allows you to configure multiple bank accounts for your billing operations.

Managing Bank Information:

  1. Access Bank Info

    • Click on "Bank Info" from the settings menu

  2. Search Existing Banks

    • Use search and filter options to locate existing bank information

  3. Create New Bank Entry

    • Click "Create" to add new bank information
    • Enter all required banking details

Available Actions:

  • Edit Info: Modify existing bank information
  • Assign to Centres: Link bank information to specific centres
  • Archive: Remove outdated bank information


GST Information Configuration

GST settings allow you to configure tax rates applicable to your billing operations.

GST Configuration Steps:

  1. Access GST Info

    • Click on "GST Info" from the settings menu

  2. Create Tax Rate

    • Click "Create" to establish a new tax rate
    • Enter the appropriate GST percentage

  3. Manage Existing Rates

    • Click on existing GST rates to edit information
    • Use the three-dot menu (⋮) to archive rates



Payment Mode Settings

Payment modes define the various methods customers can use to pay their bills.

Important Note: Payment Modes can only be created through the LittleLives team. Users can only view and update existing payment modes.


Managing Payment Modes:

  1. Access Payment Mode

    • Click "Payment Mode" from the settings menu

  2. Search and Filter

    • Use available filters to locate specific payment modes

  3. Update Information

    • Click on any payment mode to update its information


Master Bank Lists

Master Bank Lists contain information about banking institutions (such as DBS, UOB, OCBC) rather than specific account details.

Key Distinction:

  • Bank Info: Your specific bank accounts
  • Master Bank Lists: Banking institutions/banks themselves

Managing Master Bank Lists:

  1. Access Master Bank Lists

    • Click "Master Bank Lists" from the settings menu

  2. Search and Filter

    • Use search functionality to locate existing banks

  3. Create New Bank

    • Click "Create" to add a new banking institution

Billing Schedules

Billing Schedules define when invoices are generated and when payments are processed.

Important Note: Billing Schedules can only be created or edited through the LittleLives team.

Schedule Components:

  1. Invoice Generation

    • Dates for generating and issuing invoices
    • Invoice date that appears on invoice documents

  2. GIRO Collection Processing

    • Dates for processing outstanding GIRO payments
    • GIRO deduction scheduling

Accessing Billing Schedules:

  1. Navigate to Billing Schedules

    • Click "Billing Schedules" from the settings menu

  2. Review Existing Schedules

    • Search and filter existing billing schedules
    • Click on specific schedules to view details


1.2 Fee Configuration

Fee Configuration allows you to set up the financial structure for your billing operations.


GL Code Management

GL (General Ledger) Codes help organize and track different types of financial transactions.

Managing GL Codes:

  1. Access Fee Configuration

    • Click "Fee Configuration" from the main menu

  2. Search and Filter

    • Use search functionality to locate existing GL codes

  3. Create New GL Code

    • Click "Create" to establish a new GL code
    • Enter appropriate code and description

  4. Manage Existing Codes

    • Click on GL codes to edit information
    • Use the three-dot menu (⋮) to archive codes


Fee Account Setup

Fee Accounts categorize different types of fees within your billing system.

Managing Fee Accounts:

  1. Access Fee Account

    • Navigate to "Fee Account" within Fee Configuration

  2. Search and Filter

    • Use available filters to locate existing fee accounts

  3. Create New Account

    • Click "Create" to establish a new fee account
    • Configure account details and parameters

  4. Account Management

    • Click on account names to edit information
    • Use the three-dot menu (⋮) to archive accounts


Fee Item Configuration

Fee Items represent specific charges that can be applied to student accounts.

Managing Fee Items:

  1. Access Fee Item

    • Navigate to "Fee Item" within Fee Configuration

  2. Centre Item Selection

    • Click "Centre Item" to view centre-specific fees

  3. Search and Filter

    • Use search functionality to locate existing fee items

  4. Create New Fee Item

    • Click "Create" to establish a new fee item
    • Configure item details and pricing

  5. Item Management

    • Click on fee item names to edit information
    • Use the three-dot menu (⋮) to assign to centres or archive


Fee Discount Management

Fee Discounts allow you to create various discount structures for your billing system.

Managing Fee Discounts:

  1. Access Fee Discount

    • Navigate to "Fee Discount" within Fee Configuration

  2. Centre Item Selection

    • Click "Centre Item" to view centre-specific discounts

  3. Search and Filter

    • Use search functionality to locate existing discounts

  4. Create New Discount

    • Click "Create" to establish a new discount structure
    • Configure discount parameters and conditions