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Invoices/receipts Update for Students

P: 6
Hi Bytes Community,

1)I have a table(student Registration) related to table(Invoice -many side).
2) The Student Registration table is related to table(Student Payments - many side).
3) Receipt details are captured in a table (Student Payments) I.e junction table.
4) Payments table is related to Student Payments table(many side)
After issuing an invoice to a student with invoiceID say 1, you capture payments over a 1 month period;then issue the next invoice with say InvoiceID 7.

How do you carry forward the closing balance on invoice 1 to invoice 7 to enable continuous invoicing in real time?

Note that students fees are updated every month with Date Received, Amount Received, plus description.

For example, a Student is issued with an invoice amount of 100 euros on 28 July 2017 and pays 80 euros;How do you carry the balance of 20 euros for invoice 1 to invoice 7 as an Opening Balance in a report?

I hope this information will help.

Jul 23 '17 #1
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4 Replies

Expert 100+
P: 1,430
The method I use is to hold a Balance field in the student table. This is calculated by adding the invoice total and subtracting the payment to the existing Balance.
If the balance <>0, then that is shown as Balance Brought Forward on each invoice

Jul 23 '17 #2

P: 6
Thanks Phil but it didn't quiet solve my problem.

Let me give a more detailed example;

If the invoice Total is 100 euros invoiced on 28th July,the student pays 80 euros, the Balance B/F is 20 euros.

If Current invoice Charge is 100 euros, then Total Due is 20 plus 100 euros which is 120.


How do you display the total due in the next invoice due on 28th February 2017?
Jul 24 '17 #3

Expert 100+
P: 1,430
So let's set out a hypothetical situation
Expand|Select|Wrap|Line Numbers
  1. Date    Invoice  Payment  Balance   B/F  Invoice  Total
  2. 28 May    100               100      0     100     100
  3. 1 June              80       20    (20)
  4. 28 June   100               120     20     100     120
  5. 1 July              80       40    (40)
  6. 28 July   100                       40     100     140
  7. 1 Aug               120      20    (20)
The balance is obviously the running total of the invoices minus the payments, and can be calculated rather than storing it, but I tend to store it so that whenever I look at a Student record, I can immediately see the balance without having to do the calculation

Jul 24 '17 #4

P: 6
Thanks Phil for the logical explanation.
Jul 24 '17 #5

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