Use the Cycle View tab in Fees Billing to assign charges and discounts in bulk to pupil accounts. All transactions on pupil accounts are assigned a batch number. Charges and discounts assigned in bulk are all listed under the same batch number.
To assign charges or discounts to a group of pupils, follow the steps below:
- Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
- Select Batch Pupil View from the Navigation tab to display the Batch Pupil View screen:
- Click Open Settings in the bottom right and use the checkboxes and drop down lists available in Charges Display Settings:
- In Show Applicant Pupils, 'Accepted' refers to those applicants who have been accepted into your school. The admissions status which signals a pupil being accepted into your school is set up in the Configuration tab.
- In Show Former Pupils, 'Current' refers to former pupils who have left in the current year.
- The number of years in both drop downs refers to the number of previous academic years that you want to include. The list is filtered as you make your selections. For example, select '2' in Show Former Pupils and all pupils who have left in the last 2 years are listed.
- Choose to either:
- Apply filters to list a selection of pupil accounts:
- Filter Pupil Search. Use this to search for pupils by boarding house, form and year group.
or - Custom Groups. Use this to search for pupils by any custom groups that pupils are linked to.
- Filter Pupil Search. Use this to search for pupils by boarding house, form and year group.
- Search for a specific pupil account. This is useful if you want to assign a charge to a whole form. Enter a search term in the search box. Choose to search by:
- Student Forename.
- Student Middle name.
- Student Surname.
- Student Preferred name.
- Student Account Code.
- Billing Account Code.
- Apply filters to list a selection of pupil accounts:
- Use the filters in the list header bar to refine the list of pupil accounts displayed. Type in all or part of the field name, click
and select the filter that you want to apply.
Your search results are displayed. You are now ready to add a charge or discount to the group of pupils listed. - Check the boxes to the left of the list of pupils to select the pupils that you want to work with. Check the box in the header bar to select all the pupils listed.
- Select 'Assign Charge' from the pink drop down list in the top right of the screen.
Step 1 of the Assign Charge wizard is displayed:
- Either:
- Use the Quick Search drop down list. Start typing a charge/discount description and select a charge/discount from the list displayed.
or - Filter the charges/discounts displayed by nominal accounts and make a selection from the list displayed. Hold Ctrl to make multiple selections.
- Use the Quick Search drop down list. Start typing a charge/discount description and select a charge/discount from the list displayed.
- Click Next to display Step 2 of the wizard:
- Apply the charges and discounts to more than one billing cycle, if required. This is optional but useful for items such as fees protection insurance where the charge remains the same throughout the school year.
- Check the box marked Set these charges as recurring.
- Select the billing cycles to apply the charges and discounts. Choose a Start Cycle and End Cycle from the drop down lists.
- Edit the default charges/discounts listed in the fields displayed, if required. Choose to edit the:
- Charge/discount name to a Custom Name. The name displayed in this field is displayed on each pupil bill.
- Value of the charge or discount. Discounts must be shown as a negative figure.
- Link the charge/discount to a Parent Charge Code; this refers to a parent and child relationship between two charge/discount codes. It is necessary to have parent and child relationships when applying percentage discounts to fees on an account. For example, link a 10% bursary discount (child) to boarding fees (parent). If discounts are not linked in a parent and child relationship the discount is applied to the total charge amount listed under the relevant charge type on a pupil account (charge type can be 'Fees' or 'Disbursements').
- Click Finish. A batch number is generated. The charges and discounts are displayed in pupil accounts under the appropriate charge type:
