Working Contracts in Bulk

Generating four hundred contracts one at a time is not the intended workflow.

Required Access

Cashier — Contracts

Generating contracts needs Contracts. Signing them and releasing them to families needs Supervisor.

Go to Cashier, then Menu ▸ Payment Contracts. Everything a single account’s Payment Contract tab does for one family, this page does for the school.

Reading the list

One row per financial account, showing where its contract stands: who is on it, what it comes to, whether it reconciles, whether its rates match the school’s standard, and whether it has been signed.

Two of those are independent axes, and it is worth keeping them apart.

Contract — has it been built, and does it add up?

No contract	Nothing has been generated for this account.
Draft	Fees entered, not yet generated.
In progress	Generated, but it does not reconcile.
Complete	The schedule bills exactly what the fees come to.
Exempt	Deliberately not on a contract this year.
Void	Cancelled.

Signature — Not signed · Awaiting family · Signed by family.

An account can be Complete and unsigned, or signed and — after a later edit — no longer reconciling. Neither state implies the other.

The tiles above the list narrow it to one population at a time: Need attention, Ready to sign, Ready & verified, Awaiting family, Signed by family.

The suggested order for a new year

1. Set this year’s rates for every scale. Nothing below works properly without them.
2. Generate the accounts the batch reports as ready.
3. Work the Need attention tile — the accounts the batch declined to guess at, one at a time.
4. Sign the clean set in bulk.

Generating in bulk

Select accounts and generate. The batch prices any contract that has no amounts yet from the school’s standard rates, then writes each account’s installment charges.

Before it runs it sorts the selection into four groups, and the two in the middle are the useful part:

• Ready — will be generated.
• Needs a plan — no payment plan this year. You can nominate a default plan for these in the dialog, or leave them out.
• Review individually — the batch will not guess. Typically an account whose fees were hand-priced, or one carrying fees from last year that may or may not apply again.
• Nothing to do — already generated, reconciling, and its revenue posted.

The batch declines rather than guesses, and that is the point

An account priced by hand last year is priced by hand for a reason. Carrying those figures forward automatically would be wrong often enough to cost more time than it saves, so those accounts land in Review individually and go through the wizard.

Accounts already signed, exempt or void are left alone. A batch that skips them is doing the right thing.

”Reconciles” is not “revenue posted”

These are two separate questions and the list answers both, because a contract can bill a family perfectly and put nothing on the school’s books.

Complete says the installments reconcile with the fees. It says nothing about whether the accounting entries were written. When those fail, the row says so and names the cause:

Cause	What to do
No open accounting period	A correction to an already-posted month has nowhere to go. Add a period under Accounting ▸ Settings ▸ Periods, then generate again.
No currency configured	The district has no currency set up.
No AccRecFamilyPend account mapped	The Unearned Tuition Revenue system account is missing.
A fee has no revenue account	Named in the message. Fix it under Cashier ▸ Settings ▸ Fees, then generate again.
The ledger refused the write	Usually a fee booking to an accounting account that no longer exists.

This is the failure that hides

Nothing on a family’s account page looks wrong when revenue has not posted — they are billed correctly and can pay normally. Only this list says so. Check it after a generation run, not just after the first one.

This applies only to schools posting to a Mosaic general ledger. Without the Accounting module there is nothing to post and nothing to check.

Signing in bulk

Select the contracts to release and sign them together. The signature is your typed name, recorded as the signer on every contract in the batch.

Each account gets its own frozen PDF, generated in that account’s own language, and each family is emailed that their contract is ready to sign.

This releases every selected contract to its family

The emails go out as the batch runs and cannot be recalled. Check what you have selected — the dialog names the batch and its total before you confirm.

The batch runs in chunks and reports what happened. Anything not signed is listed with a reason: not generated yet, does not reconcile, already signed, or a PDF that could not be produced or stored. Everything before a failure is genuinely signed.

Ready & verified is the tile to sign from when you want a clean pass: contracts that reconcile and whose rates all match. The signing dialog also counts how many of your selection carry an unreviewed rate finding, so you can go back and look before committing.

Contracts whose findings have already been reviewed are not counted — that is what the review mark is for.

Accounts that need a person

Two rows on this list mean something specific.

Not billed — nobody on the account is on this year’s contract, but contract money is still sitting on it: fees or installments belonging to people who have since left. Open the account and clear it up.

No fees — nothing has been entered, so there is nothing to check and nothing to generate. These are usually accounts that should be marked Exempt, or that nobody has started yet.