Transactions

Invoicing student activities

1. Create the GL Account for the student activity.

2. Create the Student Activity.

3. Set the amount to bill for the activity:

   • For a fixed amount for all students linked to the activity.

     • Go to Transaction Templates.
     • Go to each template (System Template:None, System Template:Monthly, etc), click on the Batch icon.
     • Edit the line for the activity and enter the amount to invoice, and uncheck the Use Price List box.

   • For a variable amount for students based on grade.

     • Go to Transaction Templates.
     • Go to each template (System Template:None, System Template:Monthly, etc), click on the Batch icon.
     • Edit the line for the activity and check the Use Price List box.
     • Go to Price Lists and add an entry for the new activity for each Payment Plan that applies

4. Edit each student that will participate in the activity. See Elective Activities.

tip

It is only required to have an entry for the Payment Plan that applies to the activity. If the activity does not have an entry in the price list, no transactions will be created for that activity.

note

If the Transaction Template has a fixed amount to invoice and the Use Price List box is selected, then the price list will be used if it is defined.

To ensure the fixed amount is used, make sure the Use Price List box is unchecked.

Invoicing annual fees or bulk activities

This explains how to configure ScholaSys to create a transaction batch of annual fees. Example: Stationery, Book fees, etc.

1. Create the GL Account for the fee if required.
2. Create a custom Transaction Template.
   • If the template should be applied to all the active students, select None as the Frequency.
   • If the template should be applied to students with a specific Payment Plan, select the applicable payment option as Frequency.
3. Add the items to the template as required.
4. Create the invoices using Batch Processes

Example for annual stationery items

1. Greate the GL Account for 'Stationery'. One GL Account is sufficient even if multiple stationery items are defined.
2. Create a custom template.
   • As template name, enter 'Stationery:None'. This makes it clear this is a template for stationery, and it will apply to all students. (If it should have applied to the monthly Payment Plan, the name would be 'Stationery:Monthly', etc.)
   • Select 'None' for Frequency since this template should be applied to all students.
   • Check Enabled to set the template as active.
3. Create the items in the template by clicking on the 'Batch' icon to the right of the new template line.
4. Enter some items. For example:

Description	GL Account	Amount	Use Price List	Activity
Annual Item: Text Books	Stationery	500.00	N	School education
Annual Item: Art Equipment	Stationery	250.00	N	Art
Annual Item: Stationery	Stationery	185.00	N	School education

5. Note the following about the items:
   • The description explains what the item is. This description will appear on the student's statement.
   • Because we raise a fixed amount for each student, there is a price in the Amount field. If the amounts should be different per grade, then we need to check 'Use Price List' and enter a price per grade in the Price List.
   • Every item uses the GL Account 'Stationery' because, even though the descriptions are different, they are all stationery items.
   • Activity
     • We link two items to the 'School education' activity, which is a required activity. Since every student will have this activity, every student will be invoiced for 'Annual Item: Text Books' and 'Annual Item: Stationery'.
     • We link the 'Annual Item: Art Equipment' to the activity 'Art', since only students enroled for Art should be invoiced for the 'Annual Item: Art Equipment'.
6. When we create the invoices using Batch Processes it will create a new transaction batch with all the items invoiced per student. For example:

Date	Student	GL Account	Reference	Description	Amount
2022-02-02	10 Joe Doe	Stationery	INV000100	Annual Item: Text Books	500.00
2022-02-02	10 Joe Doe	Stationery	INV000101	Annual Item: Stationery	185.00
2022-02-02	11 Jane Doe	Stationery	INV000102	Annual Item: Text Books	500.00
2022-02-02	11 Jane Doe	Stationery	INV000103	Annual Item: Art Equipment	250.00
2022-02-02	11 Jane Doe	Stationery	INV000104	Annual Item: Stationery	185.00
...

• Note that only Student 11 is invoiced for 'Annual Item: Art Equipment'. It is because Student 11 is enroled for Art as an Elective Activity, whereas Student 10 is not enroled for Art.

How to invoice elective activities monthly for students with non-monthly payment options

1. Create a custom template for all the elective activities to be invoiced on a monthly basis. See Invoicing annual fees or bulk activities
2. Ensure the elective activities in all the System Templates have the Amount set to zero, and Use Price List is unchecked. See Predefined Templates
3. When creating the transactions for the period, process both the Predefined Template for the period (Example System Template:Monthly, System Template:Term, etc.) and then the custom template created in step 1.

Transaction Batch Process does not create a transaction batch

Confirm that the transaction template is enabled. See Predefined Templates

Online Accounting System Reconcilliation

Use the following reports to assist with reconciliation with an online accounting system:

1. GL Transactions
2. GL Summary