Transaction Templates
This defines the templates used for Batch Processes.
Overview
The purpose of a template is to define a batch of transactions that should be created together for a student. Batch Processes will get a list of student accounts and create all the transactions in the template for each account.
Given the following System Template:Monthly:
| Description | GL Account | Amount | Use Price List | Activity |
|---|---|---|---|---|
| School Education | School Fees | 0.00 | Y | School education |
| Bus Transport | Transport | 250.00 | N | Transport |
When running the Batch Processes for this template, all students with a Payment Plan set to Monthly will get two transactions in a transaction batch. The transaction batch will then contain:
| Date | Student | GL Account | Reference | Description | Amount |
|---|---|---|---|---|---|
| 2022-02-02 | 10 Joe Doe | School Fees | INV000100 | School Education | 3000.00 |
| 2022-02-02 | 10 Joe Doe | Transport | INV000101 | Bus Transport | 250.00 |
| 2022-02-02 | 11 Jane Doe | School Fees | INV000102 | School Education | 3000.00 |
| 2022-02-02 | 11 Jane Doe | Transport | INV000103 | Bus Transport | 250.00 |
| ... |
The description field in the template is used as the description field in the transaction batch.
Predefined Templates
There are predefined system templates that are managed by ScholaSys:
| Template | Description |
|---|---|
| System Template:None | Template used for batch processes not linked to a Payment Plan |
| System Template:Monthly | Template used for the Monthly Payment Plan |
| System Template:Term | Template used for the Term Payment Plan |
| System Template:SemiAnnualy | Template used for the Semi-annualy Payment Plan |
| System Template:Annually | Template used for the Annual Payment Plan |
When a new Student Activity is created, ScholaSys will add that activity to each of the predefined templates.
No transactions will be created during Batch Processes if a template is not marked as Active.
User Templates
Additional templates may be added if required.
For user templates, add items to include in the Batch Process.
Name (Required)
Provide a meaningful name for the template. Include the Frequency in the name. Example: Stationary:None. This will make it easier when running the Batch Processes to know who will be included in the process.
Frequency
For add-hoc templates, select None. Most often this will be the correct choice.
Frequency None will apply the template to every active student. It will ignore the Payment Plan set for the student.
To link the template to the student's Payment Plan, select from Monthly, Term, SemiAnnually or Annually.
List Options
To the right of the header there are three buttons:
Refresh
This will request updated data from the server and refresh the display.
Add
This will enable the user to add a new item.
Export all data
This will export the contents of the list to Microsoft Excel format.
Template Items
Description
The description that will be used when creating the transaction.
Create a meaningful description, such as 'Annual stationery pack' instead of generic description such as 'Stationery'. The clearer the description the less likely it will be for the parent to request clarification.
GL Account
Select the GL Account for the item.
Amount
If a fixed amount should be used for all transactions, then enter the amount. Leave zero if the price list should be used.
Use Price List
Check the box if the price list should be used to calculate the transaction amount.
If this option is checked, then add the required items to the price list or the transactions will not be created.
Activity
Link the item to a student activity. The activity does not have be related to the item. For example:
To raise the transaction for each student, link the item to the 'School Education' activity since it is a required activity for all students.
If you want to limit the transactions to students enroled for a limited activity, then select the correct activity.
Batch Processes
The Batch Processes will create transactions for each item listed in the Transaction Template.
- If the item has Use Price List checked, then the amount from the price list will be used if greater than zero.
- If the item has an Amount defined, then the defined amount will be used.
- If the item has Use Price List unchecked and the Amount is zero, the item will be ignored.
- The description for the item will be used as the description for the transaction created. See Description.