Overview
The finance setup and functions is on Settings – Payments:
And/or in the top Meny Finance:
Menu might differ for each database.
Finally the payment for each payer (Student/Guardian/School/user) can be seen and edited on their profile on the payment tab:
Process (checklist)
- Setting up payment system
- Setup discounts
- Check for not approved payments (Notification tray) https://speedwareaps.zendesk.com/hc/da/articles/115003092845-Payments-not-approved
- Do checks (if necessary) and do specific changes if needed on Payer profile.
- Draft payment and send out invoice (email) or deliver file for external system.
- Check and chase from Accounting
- Installment types
- Amendments/Change payer/Payout
1. Setting up payment system
- reate payment rate (Settings –> Payment rate)
- Create Tuition fee + added rates (Settings -> Tuition Fee)
- Add fees to the course/coursetype (Settings -> Coursetype or Course)
- Update all payments (Settings –> Payment functions)
When the payment system have been set up, you will for next academic year be able to copy over the rates to next academic year when it has been created.
- Choose next academic year in the top menu
- Copy rates from previous year Settings –> Rates
- Copy rates into all active tuition fees Settings –> Tuition fee
- Update all payments (Settings – Payment functions)
2. Setup discounts
Automatic discounts can be set up and will be updated by the system. In the table below you can see the different discount and what they can be used for. For more info view the "Discounts" article.
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Automized |
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Sibling/Multicourse discount |
Discount automatic added based on numbers of children and/or courses.
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Setting – Discount -> Model 2/3 |
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Max price discount |
Max price per. Student or payer. Termly or yearly.
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Setting – Discount -> Max price discounts |
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Ensemble + Lesson discount |
Discount given to students on ensembles if attending a lesson at the same time
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On the Course – Course type |
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Same course discount |
Discount given to students that attend the same course, or ensembles based on the same course, more than once.
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On the Course – Course type |
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Discount scheme |
Students receiving a discount they have applied for in the registration form. Assigning the discount scheme for a specific period will automatic give the discount per fee that have been setup on the fee seettings.
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Student Payment tab
Settings – Tuition Fee |
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Semi automized |
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Fixed discounts |
A discount added based on a list that can be filtered, so specific combination of discounts can be added that can not be covered by the functions above.
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Setting – Discount -> Fixed discounts |
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Manual discount |
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Manual discount / Adjustments |
Adjustment on the students Payment tab |
Student Payment tab
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3.. Check for “Payments not approved”
In the notification tray in the top menu, you will find the overview of “Payments not approved”.:
On this list you will find all payments that the system can’t automatically verify, as the students start or end a course or instrument hire within the range of dates between "Last full price date" and "Free after this date".
Check Settings -> Tuition fee to edit the range of dates for the Tuition fees:
To put in other words, payments must be approved whenever students start the course mid-term or de-register before the end of term.
IMPORTANT! These payments must be approved before they can be added to an draft and posted (invoiced)
Fields and features:
“Reason” column: Press “>” to see the reason for the payment not being approved automatically, and how the Fee is calculated.
“Payment for” – is an active field, so you can add a note that will be shown on the invoice for this payment.
"Fee" column: Here the system proposes a price calculated on the number of lessons the student has had (discontinue in the term) or possible can get (started in the middle of term), and multiplied by the price stated in "Fee per Lesson" on the Tuition fee data sheet.
This price is only a proposal based on the data registered for the Tuition fee. You can edit and change the price stated in the field.
"Accept" button: Here you approve the amount set in the "Price"column. Alternatively, you can select the arrow and:
- Set the fee to 0 GBP and approve.
- Set the fee to the full amount registered for the Tuition fee. The amount will be set but not yet approved and submitted.
- Set the fee to the full amount registered for the Tuition fee and approve. Here the amount is approved and submitted at the same time.
Reimbursement
Create automatic reimbursement if you wish to do this on a regular basis. As a minimum, remember to make a refund before posting the final rate of the season, otherwise you must do it manually.
Calculation of reimbursement based on cancellations done in teachers timetable can be done in Settings – Payment functions – Reimbursement tab:
The calculation of reimbursement will take into account that cancellation reason should give reimbursement, that no substitute or rescheduling have been done for the cancelled lesson, and that it has not already been reimbursed from this function.
4. Do checks
Before posting, you should review the following if it is a larger posting:
Check for students under the age of 18 who are marked as payer for their activity or instrument hire.Lists –> Standard list -> "Check student payers"
To check if some student do not have any charge for a course use Lists –> Standard list -> "Pupil without charge".
If the setup is correct, all payments should be correct, but If you do wish to do checks you can use Lists. Either customize your own lists or you can find useful lists in List library -> Payments -> ex. * Payments per payer
You are now ready to invoice in bulk or seperatly - see article for Accounting - Creating the invoice (Posting)