Hi, I work as accountant at a school which every term bills are created for each student. Can manager create a batch bill, that I can create one bill for one class and all the students in that class will be billed the same amount. Example, fees for the academic year for Class 1 is 20,000ghc. When I create this bill for Class 1, all students in the class should be billed 20,000ghc each for the academic year.
Can manager make it optional, that you either select a customer or a division so that if you select a division, then all customers in that division is billed? Lobus, kindly play around this and come with solution to make the work easier for us.
I think the easiest is to use Copy to function but then you have to do it for each student.
Another way is to use Batch Create where you copy the same row for as many students as you need. But you still need to enter UUID for Customer column.
This will get significantly easier once it will be possible to use customer codes instead of UUIDs.
So right now, there is no quick and easy way.
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Lubos, can you please consider this in the future? It will help most of us. I tried batch creating, I created the excel sheet but there was not column for customer name or code.
Any help, I don’t know how to work with the UUID, I am using desktop version. Thank you.
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To create new records using batch create with links to other database tables (tabs in Manger)
-
Start a
Batch updatein the Customers tab. Paste into your spreadsheet. That will give you a list of the UUID / Key for each of your customers. Cancel out of the customer batch update as you don’t want to actually change those records. -
Then when doing a batch create of transaction which refers to a customer, use a database function in your spreadsheet such as
Vlookupto convert fromNameorCodeto the UUID required by Manager.
While this may seam complicated, if you compare it to what is occurring when you use the graphical user interface built into Manage
- Click on create new transaction
- click on the
Customerfield to get a list of customers (that is what step 1. above does) - Select on of the predefined customers (that is what step 2. does above)
Alternatively wait till customer code can be used instead of customer UUID (but I suspect you will still need to use a database function Vlookup in your spreadsheet program to ensure exact compliance with the current valid customers in Manager.
I would use batch create for that.
- Using the list of students / customers from step 1 above
- sort by class or year (which I would enter as a custom field in Manager)
- Copy the list of UUID for a particular class or year
- Paste into the customer field of an customer invoice batch create
- the other fields you can get from entering one invoice manually and doing a batch update. Then used fill down in your batch create.
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To be honest, I am still not getting the head and tail of this. It looks like Manager is for those who have technical computer knowledge. I strongly suggest that this issue should be highly considered and save some of us the stress of copy paste UUIDs etc. Very confusing.
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Try it in a test business
Your request is similar to what I have here : Send Same invoice to many customers at a go
But the truth is, if you know how to batch create in Manager as explained by @Patch you are good to go.
You can make life easy for you by sharing responsibility. For example, if you have student IDs (customer Code) you can request student to fill a simple google form or something to register for a class/Activity/item/term/semester etc then you could use that information to pull out all the UUIDs of those student in that class from a database you have exported from Manager for batch invoicing.
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Start a new test business in Manager
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Enter half a dozen students / customers
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Do step 1 Billing More Than One Customers with One Sales Invoice - #4 by Patch to get a list of your students/customers information including their UUID
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enter on student invoice be hand
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start a batch update of student/customer invoices to see what details are required for a batch create
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Do step 2 Billing More Than One Customers with One Sales Invoice - #4 by Patch to create invoices for that “class”. You will not need hlookup as you can just find the UUID and copy all of them at once.
That will take about 10 minutes
To apply it to your school you will need the ability to select a class from the full school’s student list, hence adding custom fields to your customers in Manager.
The work flow will not change if batch create used a code instead of UUID, so if you can’t do this you need to buy dedicated school software and training which I assume would cost several orders of magnitude more than Manager
I suspect when you see how batch operations work you will use them for many tasks.
I would add a custom field to customer/student for class and for a student in year 5 with teacher initials HL in 2023 would enter
- 05 HL 2023
That will enable search, sorting, and tracking updates
Please when I tried batch creating, there is no column to enter customer name or code. I am using desktop version. Could that be the problem? Or how exactly do I enter the customer code or ID?
