The Hero Calendar & Excursions feature allows staff members to schedule internal and external school events. This includes the ability to bill and accept payments for related costs.
Student billing is fully integrated to simplify billing and to save your Finance Officer valuable time.
- Staff can enter proposed costs and notes to assist the Finance Officer with the creation of ledger items
- Ledger items don't need to be created in advance. These are handled automatically by the event setup process
- Line items are not created unnecessarily for students who may not attend. These are created when a caregiver indicates a student's intention to attend.
- A change of mind is not an issue. If a caregiver changes a permission or option the original line item will be adjusted to zero and a replacement line item created where necessary.
Note: Detailed information on how to enter student billing information is included in the article associated with creating an event so this article is designed to focus on improving your overall understanding of how it works. See Creating a New Calendar Event
Note: Student Billing terminology differs for Hero schools depending on jurisdiction. Where terminology differs from the NZ context, the alternative name used in the NSW context will show in brackets e.g. [Fee Mapping]
INDICATING THAT AN EVENT WILL INCUR A COST
Click INCLUDE PAYMENT when creating an event if you wish to bill caregivers for any component of the event. This needs to be clicked in conjunction with REQUIRES PERMISSION to enable the caregiver to interact with the event. It is this interaction what will create the line items.
INDICATING THAT AN EVENT COMPONENT WILL INCUR A COST
When creating an event, the PERMISSIONS step is used to indicate if an option will incur an additional cost. The 'Intention to Attend' will expect a cost by default.
Note: You are not able to add a cost to an additional permission.
CREATE THE REQUIRED LEDGER ITEMS [FEE MAPPINGS]
When creating an event, the PAYMENTS step will enable the Finance Officer to create Ledger Items [Fee Mappings] associated with the 'Intention to Attend' and also any options that have been flagged as incurring an additional cost. Options can be associated with the same Ledger Item [Fee Mapping] or new ones can be created.
Note: You are able to leave the 'Intention to Attend' ledger details blank if there is no cost associated with attending the event.
VIEW THE LEDGER ITEMS [FEE MAPPINGS] CREATED
Once the event is created and the Ledger Items assigned, you will be able to view these by clicking FINANCE > LEDGER ITEMS [FEE MAPPINGS]
You will see that no Line Items have been created at this stage and also that you are unable to add line items manually to this event. Because the student billing is directly related to the event permission or options selected the only way to generate a line item for an event to is mark the student as GOING or to select an event option.
The default description will display the first option, but this isn't of concern. The line items will have the description of the option chosen.
HOW THE LINE ITEM IS CREATED
To prevent unnecessary line items, the line items required will not be created until a caregiver or staff member processes a permission response for a student.
In this case, the administrator is processing a permission on behalf of a caregiver. On clicking SAVE, the line items will be created.
Click the Finance icon on the associated student to view the line items.
You will also see that the Ledger Items [Fee Mappings] now show the line items created.
CATERING FOR A CHANGE OF MIND
If a caregiver decides that a student is no longer going to attend an event that had a cost associated with 'Intention to Attend' the process will:
- Transfer the payment to PIA, if a payment has already been received against the line item.
- Adjust the original line item to zero.
If a caregiver changes an option the process will:
- Transfer the payment to PIA, if a payment has already been received against the line item.
- Adjust the original line item to zero.
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Create a new line item for the new option
Note: The funds transferred to PIA will need to be manually reapplied to the new line item
E.g. In these screenshots the size of the bike originally selected is being changed from 20inch to 16inch. No payment had been made.
Original line item is adjusted to zero
Replacement line item has been created
FORCING A CAREGIVER TO PAY ON RESPONSE
Provision has been made to prevent a caregiver processing a student's intention to attend (or options) without paying at the same time. This would be an unlikely choice to take for school activities but may be useful in a 'first in first served' fundraising situation. Online payments must be available.
Clicking this slider in the PAYMENTS step will activate the immediate payment requirement.
When responding to the event the caregiver will need to action the PAY NOW option in order to update the permissions and/or option selected.
If the payment is not successful the caregiver will see the student's status as PENDING. They will need to click this to complete the payment before the permission response is confirmed as GOING.
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