Menu Submit A Ticket
Setting Up Accounts and Charges

Manage Disbursement Charges

Avatar
Kevin Main
Updated

Use the Accounts and Charges tab in Fees Billing to manage the disbursements that you can add to pupil accounts. Disbursements can be charged for travel fares, pocket money and haircuts, etc.

All disbursements are shown at the bottom of pupil invoices, fees and discounts are displayed at the top. Multiple listings of the same disbursement are sub totalled on pupil invoices.

Choose to:

  • Create a Disbursement. For example, create a disbursement for a school trip.
  • Edit a Disbursement. Change disbursements to reflect increases or decreases in charges.
  • Delete a Disbursement. This is useful if a disbursement has been listed in error.
  • Export Disbursements. Export a list of current disbursements in your chosen format. This is useful for checking values against those held in your previous accounting system.
  • Rearrange Disbursements. Change the order that disbursements are listed in the Disbursements option. The order of the disbursements list defines the order that they are displayed on pupil invoices. By default, when invoices are generated all discounts are displayed at the end of the list of disbursements.

An example of the Disbursements screen is shown below:

Create a Disbursement

Set up a disbursement which you can allocate to pupil accounts. Each disbursement must be linked to a nominal account and can be listed as a fixed sum or a percentage.

To create a disbursement, follow the steps below:

  1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
  2. Select Disbursements from the Navigation options.
    The Disbursements screen is displayed.
  3. Click Create New Disbursement. A popup window is displayed:

  4. Complete the Nominal Details section:

    Field
    Explanation
    CodeEnter a code to identify the disbursement. Codes must be unique.
    Nominal CodeSelect a nominal code from the drop down list. The disbursement is linked to this nominal account code.

  5. Complete the Description Details section:

    Field
    Explanation
    DescriptionEnter a clear and concise name for the disbursement. The Description is displayed on pupil invoices.
    Further Details

    This optional field is for internal use only. Further Details are not shown on invoices.

  6. Complete the Money Details section:

    Field
    Explanation
    TypeSelect whether the disbursement is to be applied as a 'Fixed Sum' or a 'Percentage'. Percentages will be added or subtracted from total disbursement charges.
    Amount

    Either:
    Enter the fixed value of the disbursement charge. Discounts must be entered as a negative value.
    or
    Enter the percentage of the discount. Discounts must be entered as a negative value.

    Negative disbursement codes might be useful when the cost of school trips are covered by the school.

    VAT CodeTo apply VAT, check the box marked Includes VAT and select a VAT Code from the drop down list. In most cases charges are VAT exempt, you must apply a VAT code to reflect this before you save the disbursement code.
  7. Check the Advance box for the disbursement to be applied in advance. This is useful for school trips which are payable in advance.
  8. Check the Active box to mark the disbursement as active. Only active disbursements can be applied to pupil invoices.
  9. Click Save & Close. The disbursement is listed.

Edit a Disbursement

Change disbursements to reflect increases or decreases in charges.

To edit a disbursement, follow the steps below:

  1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
  2. Select Disbursements from the Navigation options.
    The Disbursements screen is displayed.
  3. Locate the disbursement that you want to edit and click . A popup window is displayed:

  4. Edit the Nominal Details section:

    Field
    Explanation
    CodeYou cannot edit the Disbursement Code.
    Nominal CodeSelect a nominal code from the drop down list. The disbursement is linked to this nominal account code.

  5. Edit the Description Details section:

    Field
    Explanation
    DescriptionEnter a clear and concise name for the disbursement. The Description is displayed on pupil invoices.
    Further Details

    This optional field is for internal use only. Further Details are not shown on invoices.

  6. Edit the Money Details section:

    Field
    Explanation
    TypeSelect whether the disbursement is to be applied as a 'Fixed Sum' or a 'Percentage'. Percentages will be added or subtracted from total disbursement charges.
    Amount

    Either:
    Enter the fixed value of the disbursement charge. Discounts must be entered as a negative value.
    or
    Enter the percentage of the discount. Discounts must be entered as a negative value.

    Negative disbursement codes might be useful when the cost of school trips are covered by the school.

    VAT CodeTo apply VAT, check the box marked Includes VAT and select a VAT Code from the drop down list. In most cases charges are VAT exempt, you must apply a VAT code to reflect this before you save the disbursement code.
  7. Check the Advance box for the disbursement to be applied in advance. This is useful for school trips which are payable in advance.
  8. Check the Active box to mark the disbursement as active. Only active disbursements can be applied to pupil invoices.
  9. Click Save & Close. The disbursement is listed.

Delete a Disbursement

This is useful if a disbursement has been listed in error.

To delete a disbursement, follow the steps below:

  1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
  2. Select Disbursements from the Navigation options.
    The Disbursements screen is displayed.
  3. Locate the disbursement that you want to delete and click .
    You are prompted Are you sure you want to delete this Disbursement?
  4. Select OK. The disbursement is deleted.

Export Disbursements

Export a list of current disbursements in your chosen format. This is useful for checking values against those held in your previous accounting system.

To export a list of disbursements, follow the steps below:

  1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
  2. Select Disbursements from the Navigation options.
    The Disbursements screen is displayed.
  3. Click Export in the bottom left of the screen and select an export format.
  4. Open or Save the file, as required.

Rearrange Disbursements

Change the order that disbursements are listed in the Disbursements option. The order of the disbursements list defines the order that they are displayed on pupil invoices. By default, when invoices are generated all discounts are displayed at the end of the list of disbursements.

To drag and drop disbursements into a new order, follow the steps below:

  1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
  2. Select Disbursements from the Navigation options.
    The Disbursements screen is displayed.
  3. Locate the disbursement that you want to move, click  in the left of the screen and drag to a new position.
    The newly arranged order is automatically saved.
Was this article helpful?
0 out of 0 found this helpful