What bulk allocation does
Bulk allocation takes a fee template and generates one bill for every active student in the selected class section. A class of 25 students gets 25 individual bills, each linked to the student's record and the DVA for their family, in under 30 seconds.
Running bulk fee allocation
- Go to Fees from the sidebar → Bulk Operations tab → Assign Fee to a Class.
- Select the class section you are billing.
- Select the fee template to apply.
- Review the preview table. It shows every student in the class, the total bill amount they will receive, and whether they already have an open bill for this term.
- Students who already have a bill are highlighted in amber, you can exclude them from the allocation to avoid duplicate billing.
- To exclude a student (e.g. they are on a scholarship or have a bespoke arrangement): untick their row.
- Click Allocate Fees. Bills are generated immediately.
Bulk fee allocation screen showing class selector, template selector, student preview table with checkboxes, and an Allocate Fees button
Run allocation first thing at the start of each term. Once bills are generated, parents with DVA accounts can pay immediately via bank transfer. Billing on day 1 of term means you start collecting fees on day 1, not week 2.
What happens after allocation
- Each student's fee assignment appears in Fees → Fee Assignments tab showing all line items, amounts, and the due date.
- Parents see the bill in their parent portal → Fees tab immediately.
- If DVA is enabled, each family's unique bank account number is shown on the bill, they can transfer the exact amount and the payment reconciles automatically (article 5.4).
- An in-app notification is sent to each parent informing them that a new term bill has been raised.
Overriding a fee amount for one student
After bulk allocation, you may need to adjust one student's bill:
- Go to Fees → Fee Assignments tab and search for the student.
- In the student's row, click the Edit fee amount action.
- Adjust the amount for the line item.
- Add a note explaining the override (e.g. "Scholarship: 50% fee reduction").
- Click Save. The student's bill is updated. The change is logged in the audit trail.
Bulk allocation is one-directional. Once bills are generated, changing the template does not update the existing bills. If you made an error in the template before allocation, correct the template and re-allocate (first voiding the incorrect bills). If bills are already paid, contact support.