Creating and Maintaining Ledger Items

Before a Ledger Item can be created, the Ledger must exist. Refer to article Setting up your Ledger.

A Ledger Item represents the event, activity or contribution that the school is requesting payment for. The term invoice has not been used in Hero as it signifies 'debt' and the Ministry of Education discourages the implication that a caregiver will incur debt for a student's education.

A one-off Line Item can be created for an individual student, but this would not be normal procedure. A Ledger Item would generally be created to hold multiple line items (invoices) for multiple students.

A Ledger Item can be created from scratch or copied from the previous year.

CREATING A LEDGER ITEM

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 LEDGER ITEMS to display a table of existing ledger item entries. A Ledger Item 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 Ledger from the drop down list. The Ledger must already exist.
• Enter the Ledger Item 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 either the Donation slider or the GST Slider. A Ledger Item will be one or the other.

6. Click SAVE LEDGER ITEM

COPYING A LEDGER ITEM

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 LEDGER ITEMS to display a table of existing ledger item entries.

4. A Ledger Item 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. Ledger Items for that year will be displayed. Click the Copy to Year button at the end of the required Ledger Item line.

6. The Add Ledger Item screen will be displayed. 

Note: The date will default to the date of the original ledger item 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 LEDGER ITEM

EDITING A LEDGER ITEM

Note: The Ledger Item 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 Ledger Item Name WILL change the name on the line items associated with this Ledger Item. 

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

DELETING A LEDGER ITEM

A Ledger Item entry can ONLY be deleted if no Line Items exist for that Ledger Item. 

1. Click DELETE at the end of the line.

2. Followed by YES, DELETE THIS LEDGER ITEM