Hero has a smart feature that can process refunds, voids and write offs in bulk.
To cancel an event or activity refer to the separate article - Bulk Refunds and Voids / Cancelling an Event
WRITING OFF OUTSTANDING DEBT
A Write Off is used to remove unpaid debt at the direction of your BOT Treasurer. i.e. activities. This process will not request an amount as it is designed to take all outstanding balances to zero. Group filtering, status filtering (Current / Leavers) and individual student selection allows you to process just the students you need with ease i.e. Left students.
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 the current ledger items for this year.
From here, you have the option to write off debt via a particular Ledger Item OR you can find all debt for the current year or a past year and use the filters provided to write off all debt for your Leavers or those students about to leave.
4. Navigate to the year you wish to start with.
To Write Off Debt Across ALL Ledger Items
5. Click VIEW ALL OUTSTANDING LINE ITEMS to display all outstanding debt for the year selected.
6. Filter your selection using either the Group and/or Status filters. i.e. to write off debt for all Leavers use the Leavers filter.
to write off debt for the students who are leaving but have not yet left, us the Group filter to select your highest year level along with the Current status filter.
7. Select the students from this group to be processed by clicking the checkbox. You may individually select students or select ALL students for this Ledger Item by clicking the checkbox in the column heading.
8. Click CANCEL SELECTED LINE ITEMS. Note: Refunds and Transfers cannot be actioned from this option as generally relate to a specific Ledger Item.
9. Select WRITE OFF to cancel the entire amount outstanding. Enter your reason and date.
10. Click CONFIRM to process.
11. A summary screen will be displayed. Click DONE to exit.
To Write Off Debt for a Single Ledger Item
5. Click VIEW LINE ITEMS on the line that contains the line items that you wish to process.
6. Filter your selection using either the Group and/or Status filters. i.e. to write off debt for all Leavers use the Leavers filter.
to write off debt for the students who are leaving but have not yet left, us the Group filter to select your highest year level along with the Current status filter.
7. Select the students from this group to be processed by clicking the checkbox. You may individually select students or select ALL students for this Ledger Item by clicking the checkbox in the column heading.
8. Click CANCEL SELECTED LINE ITEMS.
9. Select WRITE OFF to cancel the entire amount outstanding. Enter your reason and date.
10. Click CONFIRM to process.
11. A summary screen will be displayed. Click DONE to exit.
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