NSW Finance - Paying Multiple Line Items with a Single Payment

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

Paying multiple line items with a single payment is a very straight forward process in Hero and it includes the ability to accept overpayments in the same process.

PAYING MULTIPLE LINE ITEMS VIA A STUDENT

1. Find the student using one of the search tools available. Any student in the family can be chosen.

2. Click on the student Finance ($) icon

3. Click PAY MULTIPLE LINE ITEMS from the buttons displayed

3. Enter the Payment information in the top section of the screen

• Amount (mandatory) - must be positive
• Payment Method (mandatory) - click the required payment method button.  If choosing Cheque or Money Order, additional fields will be requested to identify the document used e.g
• Till (mandatory for all payment methods except Third Party) - the till that is receiving the payment.  Note: A till session is dedicated to a single user to aid reconciliation.   Once a till has been selected by a user, that till will become unavailable to all others users until the till session is closed.  This means that any discrepancies encountered for a till session can be attributed to a single user.
• Paid by - 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 

You will note that the 'Amount remaining to allocated' is set to the amount entered. This will reduce as lines are selected for payment. Once this is $0.00 the 'Submit Payments' button will become available.

4. Allocate the payment using the following steps.

Step 1 - Select the line items to consider for payment

Hero will find all unpaid Line Items for any student or caregiver who matches the name entered in the search. Click Apportion This for any Line Item that you wish to include for this payment. DO NOT be concerned by the amount at this point as this can be adjusted in the next step.

All Line Items clicked will now appear above the 'Amount remaining to allocate' total line. The amount will default to the amount owing, whilst reducing based on how much is left to spend. 

Step 2: Apportion the payment

Adjust the amounts to suit your requirements. To remove a line item, click the X at the end of the line.

Step 3: Allocate overpayments

If the payment exceeded the amount owing on the Line Items for this family, the remaining amount can be added as a Payment in advance. Click the drop down arrow to select the student who is to receive the Payment in advance. 

Note: In this instance it will only display students who have been already selected as this indicates they are in the same family. Click GO. 

The Payment in advance will join the payment list. Reducing the Payment in advance amount will allow you to add the remaining PIA to another sibling.

Step 4: Submit the Payment

Once the apportionment has been done, click SUBMIT PAYMENT to process the payment. 

Note: this button will only be available if the amount remaining to allocate is $0.00.

5. The Receipt option screen will now be displayed. To receipt the payment, click PRINT RECEIPT, otherwise EXIT. The receipt will download to your Download's Folder as a separate document.