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Bulk Generate Device Fees

Bulk Generate Device Fees creates device fee invoices at scale based on the fee item you select.

This utility is commonly used for annual device fee invoicing, beginning-of-year fee assessments, or mid-year fee application.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Understanding Bulk Generate Device Fees​

Think of bulk generate device fees as mass invoice creation - select a fee item (like "Annual Device Fee - $50") and the system automatically creates invoices for all applicable students who haven't been charged that fee yet.

What this utility does:

  • Generates device fee invoices in bulk
  • Creates invoices for student users who haven't been charged the selected fee
  • Applies fee to eligible students based on billing rules
  • Allows mass invoicing without manual per-student invoice creation

When to use:

  • Beginning of school year annual device fees
  • Mid-year fee assessments
  • New fee implementation
  • Charging fee to all students who haven't paid yet

When NOT to use:

  • Invoicing single students (use manual invoice creation)
  • Fees already charged (prevents duplicate invoices)
  • Before configuring fee items and billing rules

How It Works​

Choose Item​

Select the fee item to generate invoices for.

What fee items are: Sale Items configured for device-related fees (e.g., "Annual Device Fee - $50", "Device Insurance - $25", "Lost Charger Fee - $15").

Which students get invoiced: Typically, students who:

  • Are active
  • Haven't already been invoiced for this fee item
  • Meet any configured billing rules or criteria

Example: Select "Annual Device Fee - $50" → System creates $50 invoices for all active students who haven't been charged this fee in the current school year.

How to Run It​

Prerequisites:

  • ✓ Fee items configured and active (see Sale Items documentation)
  • ✓ Billing rules configured correctly
  • ✓ Coordinate timing with parent communication

Steps:

  1. Navigate to Settings → System Utilities
  2. Locate Bulk Generate Device Fees
  3. Select the desired fee item from dropdown
  4. Review selection carefully (affects all applicable students)
  5. Click Generate Fees
  6. Wait for processing to complete
  7. Validate invoice creation using billing reports or sample checks

What happens:

  • System identifies eligible students
  • Creates invoices for selected fee item
  • Invoices appear in billing system
  • Parents can view/pay invoices via parent portal (if enabled)

Processing time: Varies by district size. Small districts: seconds. Large districts: 1-2 minutes.

Validation​

After running, confirm invoices were created correctly.

What to check:

  • Invoices created for expected students
  • Invoice amounts match fee item price
  • No duplicate invoices for students already charged
  • Invoice count matches expectations

Recommended verification:

  1. Run invoice report filtered by fee item
  2. Check invoice count vs. expected student count
  3. Verify sample student invoices (5-10 students)
  4. Confirm no duplicates
  5. Test parent portal visibility (if applicable)

If problems found:

  • Review which fee item was selected
  • Check billing rules configuration
  • Verify students haven't already been charged
  • Contact Manage1to1 Support if unexpected results

Best Practices​

✅ Do:

  • Run after fee items are configured correctly
  • Coordinate timing with parent communication
  • Verify fee item selection before clicking Generate
  • Test with small group first if possible (contact Support)
  • Validate results immediately after running

❌ Don't:

  • Run multiple times for same fee (creates duplicates)
  • Skip parent communication before charging fees
  • Run without verifying fee item configuration
  • Generate fees mid-year without clear policy
  • Forget to check for unexpected invoice counts

Notes​

Timing coordination: Consider coordinating timing with communication to families. Sending fee notification emails before or shortly after generating fees provides better parent experience.

Preventing duplicates: The system typically prevents duplicate invoicing for the same fee item, but running this utility multiple times may create unexpected invoices. Run once per fee period.

Parent portal: If parent portal is enabled, invoices created by this utility will be immediately visible to parents for online payment.

Common Questions​

Q: Which students get invoiced? Typically active students who haven't already been invoiced for the selected fee item in the current period. Exact criteria depends on billing rule configuration.

Q: Can I undo bulk fee generation? Not automatically. Invoices would need to be canceled manually or in bulk. Contact Manage1to1 Support if bulk cancellation is needed.

Q: What if I select the wrong fee item? Invoices are created immediately and cannot be easily undone. If wrong fee selected, contact Manage1to1 Support for assistance with bulk invoice cancellation.

Q: Will this create duplicate invoices? The system typically prevents duplicates, but running the utility multiple times for the same fee may create unexpected invoices. Run only once per fee period.

Q: Can I generate fees for specific buildings or grades only? This depends on fee item configuration and billing rules. Contact Manage1to1 Support if you need building-specific or grade-specific fee generation.

Q: How do parents pay these invoices? Via parent portal (if enabled) or by submitting payment directly to the school. Invoice includes payment instructions configured in billing settings.

Q: When should I run this utility? Common timing: Beginning of school year (August/September) for annual device fees. Coordinate with parent communication and payment deadlines.

Bulk Generate Device Fees enables efficient mass invoicing for device-related fees, eliminating manual per-student invoice creation and ensuring consistent fee application across all eligible students.

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