Contributor(s): Amber Smith, Jorine Jones, Rachel Davis
Keeping your data updated ensures accurate reporting, empowering you to provide trustworthy information to your customers and staff.
Find Students Without a Tuition Rate
If your database is set to Student Based Billing, you need to ensure that all students have a tuition rate. If students are missing tuition rates, their families will not be billed. Use the Student Search report to find students without a tuition rate. Add a tuition rate to these students prior to your next tuition posting.
Review Students With Assigned Tuition Rate
If your database is set to Student Based Billing, you need to ensure that all students have at least one tuition rate. When the student has more than one tuition rate, the allocation % must equal 100% for their family to be billed the correct amount. Use the Student Tuition Report weekly to stay on top of it!
Notify Customer of Expired Credit Cards
Conduct a Families Search to see which customers have expired credit cards. This will address your customers’ ability to pay their account balance prior to processing ePayments. You can email families who have a missing or expired credit card using the pre-made template in your database. Add the link to your Parent Portal in the email template allowing parents to login and update the existing card or add a new card on file easily.
Transaction Clean Up
Fixing transactions in your database regularly ensures correct data. You can do this on a daily basis if you prefer but we suggest doing this on a weekly basis, at the least.
Transaction clean up includes:
- Finding transactions that need to be linked
- Linking unapplied credits (payments) to corresponding fees, if applicable
Check out our Best Practice article Maintaining Accurate Revenue Reports for more details on this process.
Staying consistent with the frequency of vital tasks will set you up for success. Use these suggestions to devise the best weekly routine for you and your office staff.
Check out our sample weekly checklist below!