NSW Finance - Creating and Maintaining Fee Mappings

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

A Fee Mapping represents the event, activity or contribution that the school is requesting payment for. 

It is possible to create a one-off Fee (aka Line Item) for an individual student, but this would not be normal procedure.   A Fee Mapping would generally be created to bring together multiple line items for multiple students.

A Fee Mapping can be created from scratch or copied from the previous year.

CREATING A FEE MAPPING

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 FEE MAPPINGS to display a table of existing entries. A Fee Mapping that was used in the previous year can be brought forward by copying to the current year and amending the Default Date. Check the previous year before you create a new one, to see if you would prefer to bring an existing one forward.

4. Click the ADD icon at the bottom right of the window

5. The following entry screen will be displayed

• Select the Fee Category from the drop down list. 
• Select the Cost Centre from the drop down list.
• Select the Internal Order from the drop down list.   This list will vary based on the Fee Category selected.
• Enter the Fee Mapping Name (this is the event, activity or contribution name that the caregiver will see on the statement)
• Enter the Default Description (additional information about the current set of line items to be created)
• Enter the Default Date (the date required for the current set of line items to be created)
• Enter the Default Amount (the amount to be applied to the current set of line items to be created)
• Click the This item is refundable slider if the fee can be cancelled and any payments refunded.  Something used immediately e.g. food would not have this clicked. 

6. Click SAVE FEE MAPPING

COPYING A FEE MAPPING

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 FEE MAPPINGS to display a table of existing entries.

4. A Fee Mapping that was used in the previous year can be brought forward by copying to the current year and amending the Default Date. Click the button representing the previous year.

5. Fee Mappings for that year will be displayed. Click the Copy to Year button at the end of the required Fee Mapping line.

6. The Add Fee Mapping screen will be displayed. 

Note: The date will default to the date of the original fee mapping but the year will be fixed with the year being copied to. Adjust your date. Line Items will not be carried forward.

7. Click SAVE FEE MAPPING

EDITING A FEE MAPPING

Note: The Fee Mapping defaults can be amended with each set of line items created but it is advisable to not make too many changes or it comprises clarity. 

Changing the Fee Mapping Name WILL change the name on the line items associated with this Fee Mapping.

Changing any other defaults (i.e. description, date, amount) will not affect already created line items. Amending Fee Mapping values is covered in the article  Creating a Line Item for a Group of Students.

DELETING A FEE MAPPING

A Fee Mapping entry can ONLY be deleted if no Line Items exist for that Fee Mapping. 

1. Click DELETE at the end of the line.

2. Followed by YES, DELETE THIS FEE MAPPING