This article explains how to prepare a guardian documents import using the Fees Billing ZIP file and the Custom Invoice Reconciliation Report.
It covers where to download the files, the required ZIP structure, how PDF filenames are matched to guardians and students, and what you must approve after import.
📌Note: The ZIP file must not be encrypted or password protected. Only PDF files are supported in the ZIP file.
Set Up a Guardian Documents Import File Using Fees Billing
Download the Fees Billing ZIP File
In Fees Billing, go to the Invoicing tab.
Depending on your version, click Invoice Publishing or Document Generation.
Select the required cycle and invoice run.
Once the run has been generated, download the ZIP file.
Download the Custom Invoice Reconciliation Report
In Fees Billing, go to the Reports tab.
Click Custom Invoice Reconciliation.
Select the required fee billing cycle.
For charges, select Post Invoice.
Click View Report.
Click the save icon, then export the report as Excel.
The import process is designed to work with the ZIP file and XLSX file downloaded from Fees Billing.
Prepare the ZIP File Structure
Open the ZIP file you downloaded from Fees Billing.
Check that the ZIP file contains no folders.
Make sure all PDF files sit in the root of the ZIP file.
Make sure the ZIP file contains one or more PDF files.
Make sure the ZIP file contains only PDF files.
📌 Note: The ZIP file must not contain more than one PDF for the same Guardian and Student combination.
Understand How Guardian Document Groups Are Created
The system uses the filename of each PDF in the ZIP file to decide which Guardian Document Group the file should go into.
Guardian Document Group names are created from the invoice document run number found in the PDF filename.
If a document matches an existing Guardian Document Group, it is added to that group automatically.
If a document does not match an existing group, a new Guardian Document Group is created automatically.
📌 Note: If there are multiple PDFs with the same account code and the same students, only one of those documents is uploaded. Guardian Document Groups only support one document per Guardian/Student combination.
Understand How Filenames Are Matched
The system reads the PDF filename to identify:
The guardian account code.
The invoice number.
It then uses the Custom Invoice Reconciliation Report to identify which student or students the invoice relates to.
Standard invoice filename
Example:
invoiceDocument_run-23_inv-50005_acc-ABC001.pdf
In this case:
The system matches the account code to a guardian record.
The system uses the invoice number and the account code to look up the student or students in the Custom Invoice Reconciliation Report.
Copy invoice filename
Example:
invoiceDocument_run-23_inv-50005_acc-ZYX999_copyof-ABC001.pdf
In this case:
The system matches the visible account code to the guardian record.
The system uses the invoice number and the copyof account code to look up the student or students in the Custom Invoice Reconciliation Report.
The import supports both:
A single invoice per guardian covering multiple students.
A separate invoice per student.
If invoices are produced per student, the account code may be the same across multiple files, with the invoice number being the part that differs.
If invoices are grouped for multiple students, there may be one PDF but many rows in the Custom Invoice Reconciliation Report.
Check What Must Be True for Guardians to Access the Files
For guardians to access imported files, all of the following must be true:
The Guardian Documents Group must be released.
The guardian must have permission to access the content page associated with that Guardian Documents Group.
The guardian must be linked to the corresponding student.
As part of the import process, the system performs a validation step to identify issues when linking PDF files with guardians and students.
Approve the Fee Billing Import
After the ZIP file has been processed, you must approve the import before guardians can access the documents.
Log in as an Admin user, then click Admin Control Panel.
Click Guardian Data, then click Guardian Document Imports Manager.
Open the relevant import.
Select Display documents from this import to guardians?
This releases the import itself.
Approve the Guardian Document Group
You must also approve the related Guardian Document Group.
In Admin Control Panel, click Guardian Data, then click Guardian Document Groups.
Open the relevant group.
Select Display documents from this group to guardians?
📌 Note: In both tools, the current visibility of each import and group is shown in the overview table.