NSW Finance - Charging and Receipting Fees for a Community (non-student) Member – Hero

Note: This article is for the benefit of New South Wales schools only.

The Hero Billing system is created for the purpose of billing students for events, activities and contributions and for processing the payments made against these fees. However, from time to time, it may be necessary to bill a member of the community who is not a Hero student e.g. a caregiver attending a school camp, a younger sibling attending a school event.

CREATING A LINE ITEM FOR A COMMUNITY MEMBER

1. Navigate to the Administration menu. If you have a wide-screen device this will already be visible on the left-hand side of your screen. If not, click on the Administration menu icon at the top left-hand side of your screen.

2. Under the heading Administration click on Finance

3. Click COMMUNITY to display a table of line items that already exist for community members. This table forms the basis of all non-student finance activity.

4. Click the ADD icon at the bottom of the screen to add a new line item.

5. If the Line Item is a one-off, use CREATE NEW LINE ITEM. This will create a line item only and will not be linked to an existing Fee Mapping. This option is the default for community based fees.

6. Complete the fields and click SAVE CHANGES.

Select the Fee Category, Cost Centre and Internal Order that applies to this line item.
Enter the Line Item Name, Description (optional) and the Payer Name (the person being charged)
Enter the Date and Amount.
Enable the This item is refundable Slider if a full refund can be given in the event of non-participation/cancellation.

7. The line item will now be visible in the table as an UNPAID LINE ITEM. Once paid it will still be visible by clicking VIEW ALL LINE ITEMS.

If you are creating a Line Item for an already existing Fee Mapping e.g. other people have this item and you wish to see them all under the Fee Mapping, click USE FEE MAPPING and select the item from the drop down list.

8. Enter the details to apply to this fee and click SAVE CHANGES.

TO PAY A LINE ITEM CREATED FOR A COMMUNITY MEMBER

2. Under the heading Administration click on Finance

3. Click COMMUNITY to display the table of unpaid line items that exist for community members.

4. Find the Line Item you wish to pay and click the Add a Payment icon.

5. Complete all fields.

Amount (mandatory) - must be positive
Payment Method (mandatory) - click the required payment method button
Till (mandatory) if paying by cash, cheque, eftpos or credit card
Paid by (mandatory) - all caregivers who have finance access will be displayed as buttons for quick entry. Click the button to fill the Paid by field with that name. You can also type a different name in the Paid by field if necessary i.e. grandparent. This field will display on a receipt.
Comment (optional) - further relevant info
Date (mandatory) - date of the payment

6. Click SAVE to create the payment.

7. If the Line Item was paid in full, you will need to click VIEW ALL LINE ITEMS to see the transaction. To view the associated payments, click the amount in the credit column on the Line Item.

Receipting and editing can be carried out in the same way as you would for a student-based payment.

RECONCILING AND REPORTING A LINE ITEM CREATED FOR A COMMUNITY MEMBER

A line item and it's corresponding credit transactions for a community member will appear on the same finance reports as a student-based line item and payments. These include all the reports listed under TRANSACTION REPORTING. You can identity a community member transaction by the lack of a student first and last name. Use this filter !* (meaning no content) to only view community member transactions.

Community members will NOT appear on the Debtors' Report. To obtain an outstanding balance total for community members navigate to COMMUNITY > VIEW ALL LINE ITEMS

Related articles