Dashboard → Finance → Invoices lists every invoice raised. Filter by term, class, or status, or search by student name or ID. Clicking a row opens the invoice.
What the figures mean
| Figure | Where it comes from |
|---|---|
| Amount due | The matching mandatory fees plus the student's elected opt-in fees, as last billed or re-synced |
| Amount paid | Every payment allocated to this invoice |
| Waived | Approved waivers only — a pending waiver moves nothing |
| Balance | Amount due, less paid, less waived |
When a payment is recorded it settles the oldest invoice outstanding at that moment, then flows on to the next. Two consequences are worth knowing:
- An invoice raised after a payment is not re-settled from it. Enter last term's arrears late and this term can show paid while the older charge is still open — that is the records catching up, not a mis-posting.
- Money received before any invoice exists is held as a credit balance on the student's account and spent on the next invoice raised.
The Student payment history card on an invoice therefore lists everything the student has paid, not only what settled this invoice.
Printing an invoice
- Click Print invoice on the invoice, or the printer icon on any row of the invoice register.
- The invoice opens in a new tab as a PDF, on the school's letterhead. Print or save it from there.
The PDF itemises the fee components the invoice was built from, then the totals, any payments recorded against it, and any approved waivers. A fine or other manual charge prints as a single line with the description that was entered.
Optional components are billed only to students who chose them and print with an (opted in) label. Changing a choice recalculates that student's term invoice. If opting out leaves receipted money above the reduced bill, the excess moves to the student's credit balance.
Credits on the printed invoice
An invoice can carry money that no receipt explains, because the credit balance is spent when the invoice is raised and that spend issues no receipt. The Payments and credits applied table names it as Applied from credit balance, and the header shows any credit still on the account.
If a single receipt settled more than one invoice, the table says so in a line beneath it rather than quietly failing to add up — a payment is stored against the first invoice it settles, so the rest of it shows on that receipt, not on the invoices the remainder went to.
Invoices raised before this was recorded carry no credit figure — the spend left no trace at the time and cannot be reconstructed. They show the paid amount without the explanatory line.
Arrears on the printed invoice
If the student still owes anything charged before this invoice — last term's fees, an earlier fine — the PDF says so rather than printing this term's figure alone:
- The totals block gains Arrears brought forward and Total payable.
- An Arrears brought forward table lists each outstanding earlier charge, what it billed, what has been settled against it, and what is left.
A charge raised after the invoice is deliberately left out of Total payable — reprinting an old invoice must still bill what it billed. It is noted under the table instead, with the account's full balance.
If the fee structure was edited after the invoice was raised, the components no longer add up to what the student owes. Rather than print a breakdown that disagrees with the balance, the PDF falls back to a single line at the invoice's own amount. Re-sync invoices for the term to itemise it again.
If your browser blocks pop-ups there is no tab to open, so the file is saved to your downloads instead and a message says so.
Voiding an invoice
Voiding withdraws an invoice that should never have been raised, such as a term billed before the school started using YoShule. The invoice stays on record but stops counting towards the student's balance, the arrears on later invoices, and every report.
- Open the invoice and click Void Invoice. Only the headmaster and admin see this button.
- Enter the reason. It is saved with the invoice, along with who voided it and when.
- Click Void Invoice to confirm. This cannot be undone.
An invoice with a payment or a waiver against it cannot be voided: move or reverse the payment, or reverse the waiver, first. The dialog says which one is in the way.
Voided invoices are left out of All in the register so its count still matches what is billed. Set Status to Void to list them; each one opens read-only with the reason it was voided.
A new fee structure published for the same term bills the students afresh. It does not bring a voided invoice back.