Each job in a billing run uses the same restrictions to decide which records it includes. This applies to sending accreditation notices, sending team notices, and advancing phases. You can restrict by program, school, phase, and date range; team notice jobs also let you restrict by visit type. This article explains how to set those restrictions when you create or edit a billing run or a billing template.
What This Does and When to Use It
Use these restrictions to target the records you mean to reach instead of everything in your account. For example, you can restrict a notice job to one program and to accreditations expiring next quarter, so only schools due for renewal receive the reminder.
Prerequisites
- You reach these settings from the billing run wizard's Enter Billing Run Info step, on a job you have turned on.
- Set your current program before you start, because the school picker uses it.
Restrict by Program, School, Phase, or Visit Type
Program, school, phase, and visit type restrictions use the same three choices.
- On the job's card, find the restriction's question, such as What accreditation programs should be included in this process?.
- Choose one of the three options: include everything, Only include specific..., or Include all... EXCEPT specifically listed ones.
- If you choose either specific option, select at least one entry from the list that appears.
Result
When the run is prepared, the job applies only to records that match your choices.
Team notice jobs also let you restrict by visit type, using the same three choices.
At Least One Entry Is Required
The wizard lets you choose “only include” or “exclude” and leave the program, school, phase, or visit type list empty. If you do, the run is refused when you try to save it. Once you choose either specific option, always pick at least one entry.
Why the School Picker Only Shows Some Schools
Tip
The school picker shows only schools in your current program, regardless of the programs selected on the job. To restrict a job to a school in a different program, switch your current program first, then return and choose that school.
Set the Date Range
Each job also uses a date range to decide which records to select.
- Find Look for accreditations with expiration dates: for notice and advancement jobs, or Look for visits with visit dates: for team notice jobs.
- Enter both a From: and a to: date.
Result
For a notice or advancement job, the run selects accreditations with expiration dates in that range. For a team notice job, it selects site visits with start dates in that range.
Both Dates Are Required, but the Order Is Not Checked
The wizard accepts a date range even when the end date is earlier than the start date. A reversed range still saves, but it selects nothing. If a run's action list is empty, double-check the date order.
Choose the Notice
Each notice job also asks which notice to send.
- Find the field asking which notice to send. It is labeled differently by job: an accreditation notice for notice and advancement jobs, and a visit notice for team notice jobs.
- Choose from the active notices offered.
For an advancement job, the notice is optional. Leave it blank to advance schools without sending anything.
Limitations
- A program, school, phase, or visit type you already chose stays on the list even if that record is later deleted or made inactive. When the run runs, that entry simply matches nothing.
- Inactive phases are not offered in the phase picker, so you cannot newly restrict a run to a phase you have deactivated.