Creating/Editing an Event and Payment

* Events and Payment Title

Enter a description of up to 60 characters to describe the event, payment, tour or excursion.

This event title will be visible to parents in Parent Lounge.

This field was renamed from ‘Events and Payments Details' to ‘Event and Payment Title’ in v01.059.08.200.

* Start Date / Time

Enter the date and time that the event will begin.

* End Date / Time

Enter the date and time that the event will finish.

Teacher

An optional field that allows you to select a teacher who will be responsible for the event. This will default to the teacher who is logged on.

* Department / Support Group

This is a mandatory free-form text field for indicating the group and/or department involved in organising the event.

* Venue / Supplier

This is a mandatory free-form text field used to indicate where the event will be held and/or the company that will be providing the facilities.

Maximum Acceptances via PL

An optional field used to nominate the number of students that can be accepted for the event.

The number of remaining places for an event will be displayed in Parent Lounge Accounts & Payments > Events and Payments.

No. Invited

A system-maintained field that indicates the number of students that have been invited to attend the event using Staff Kiosk Events > Events and Payments - Students.

No. Accepted

A system-maintained field that indicates the number of students who have accepted to attend the event.

Two methods are available to record the acceptance of students attending events:

1. Staff can register a student’s acceptance through Staff Kiosk Events > Events and Payments - Students.

2. Parents can also accept online through Parent Lounge Accounts & Payments > Events and Payments.

Amount Paid

This display-only field will show the total amount parents have paid against the event to date.  This figure does not include payments with a ‘not yet confirmed’ status.

* Status

In Add Mode:

Only two status options are available when adding a new event:

Staff Kiosk Events > Event and Payments - Details is used to 'Approve' an event. The event status is automatically updated from 'Outstanding' to 'Approved' by this program. After this is done it can then be cancelled, closed, finalised, or rejected.

In Edit Mode:

In 'Edit' mode, once the event has been 'Approved', the following additional statuses are available:

Approved	Once the event has been 'Approved', it will be available in Staff Kiosk Events > Events and Payments - Students for an event administrator to invite students to the event. Parents of invited students will be able to accept/decline their child's attendance for an Approved event in Parent Lounge.
Closed	Events with the closed status are available to event administrators when using Staff Kiosk Events > Events and Payments - Students. This status is used to stop parents from accepting/declining the event in Parent Lounge. It will, however, still be visible to parents.
Cancelled	Use this status if the event is not proceeding for any reason, e.g. Due to insufficient numbers. An event with this status is not visible to parents in Parent Lounge.
Draft	This status indicates that the event is a draft only and not yet available for approval.
Finalised	This status indicates that all processing on the event has been completed. An event with this status is not visible to parents in Parent Lounge
Outstanding	This is the default status of all events when they are first added and prior to approval.
Rejected	This would be used where the event has not received approval.

Organiser Name

An optional field to enter a description or name to identify the person responsible for organising the event.

This description or name will be visible to parents in Parent Lounge.

Organiser Phone

Enter a contact phone number of the person responsible for organising the event.

This phone number will be visible to parents in Parent Lounge.

Organiser Email

Enter the email address of the person responsible for organising event.

This email address will be visible to parents in Parent Lounge.

Attachments

Click '+ Choose' to select one or more files to attach. Alternatively, you can drag and drop files into the Attachment field.

Attachments added here are visible to parents in Parent Lounge when they click on the attachment icon in the 'Other Details' column.

URL Link

Allows you to enter a website address or link to further information about the event.

The link is visible to parents in Parent Lounge when they click on the '@' symbol in the 'Other Details' column.

Additional Details

Enter additional details about the event.

The rich text editor allows you to add headings, use bold and italics, add and edit hyperlinks, insert images, undo and redo, use bullet lists and ordered lists, and convert text from a list format back to a standard paragraph format.

	Use your cursor to highlight the text that you want to format, then click the Paragraph drop-down list to choose your preferred paragraph format.
	Use this icon to format your text in bold.
	Use this icon to format your text in italics.
	Use this icon to format your text as a hyperlink. To format text as a hyperlink: Highlight the text you want to format. Click the icon to insert a hyperlink. Enter the URL in the Link field. Click the 'Link' button to complete the process. To open the hyperlink: Click the linked text. Then click the icon. To edit the hyperlink: Click the linked text. Then click the icon. To remove the hyperlink: Click the linked text. Then click the icon.
	Use this icon to insert an image into your text. The accepted image file types are png, jpg, jpeg, gif, and webp formats. To insert an image: Place your cursor in the area where you want to insert your image in the textbox. Click the icon to insert an image. Click ‘No File Chosen’ to open the file navigation screen. Select your file and click ‘Open’. Click the ‘OK’ button to complete the process. The image will then load into the text box. Click, hold and drag the blue boxes on the corners of the image to resize to your desired size.­­ To remove the image: Click the image, so it is highlighted with a blue box. Press the ‘Delete’ button on your keyboard.
	Use this icon to undo the changes that you have made.
	Use this icon to redo the changes that you have made.
	Use this icon to format your text into a bullet point list.
	Use this icon to format your text into a numbered list.
	Use this icon to convert text from a list format back into a standard paragraph format.

Enable Parent Comments

Select this checkbox to allow parents to enter a general comment when they accept the event in Parent Lounge.

Fields that require further explanation

* Label Text

Enter the Label text.

Active

Select this checkbox to make the Label and its sub-options active in the event when it appears in Parent Lounge Accounts & Payments > Events and Payments and Staff Kiosk Events > Events and Payments.

Mandatory

Select this checkbox to require parents to choose a sub-option for this Label.

Parents must select at least one option to accept the event and proceed to payment.

Options are mutually exclusive

Select this checkbox to limit choices in Parent Lounge to one sub-option per Label. Once a parent selects a sub-option, the others will become unavailable (greyed out).

Fields that require further explanation

Description

The description entered here for this option will be displayed in Parent Lounge Accounts & Payments > Events and Payments when the 'Active' checkbox is selected below.

Unit Sell Price

The ‘Unit Sell Price’ section has three boxes.

The amounts in each box update automatically when lines are added to the Sell Price Grid.

1. Nett — The price (excluding GST) for a student to participate in the event.

2. Tax — The GST component (if any) of the event cost.

3. Total — A system-generated field (Nett + Tax).

The Unit Sell Price cannot be changed after students have been invited.

Sell Price Grid

The Sell Price Grid displays multiple General Ledger Detail Lines to detail the cost and pricing of an event option.

Grid Column	Description
GL Account	The General Ledger (GL) Account Code for this line item.
GL Description	The description of the General Ledger Account Code.
Description	The Description of the line item.
Tax Code	The Tax Code for the line item.
Gross Amount	The Gross Amount for the line item.
Tax Amount	The Tax Amount for the line item.
Nett Amount	The Nett Amount for the line item.
Action	Click ‘Edit’ to open the ‘Option Sell Price Line Item Entry’ screen for the line item. Modify the entry and click ‘Save’ to update. Click ‘Delete’ to delete the line item. These links will not be displayed when Payments and Pending Payments exist for the Event.

Select '+ Add' to enter a new General Ledger Detail Line for an event.

Fields that require further explanation
GL Account	Select the General Ledger account code for this line item. The General Ledger accounts in the dropdown list depend on the ‘Responsibility Levels’ in TASS.web Finance > General Ledger > Account & Journal Info > Accounts on the 'Responsibility’ tab. When a user lacks responsibility for GL accounts, this field will be greyed out and uneditable. An alert icon will appear if the event's period and year are not open in the GL or if the account is closed for the selected start date.
Description	Enter a description for the line item.
Gross Amount	Enter the Gross Amount for the line item.
Tax Code	Select the Tax Code for the line item.
Tax Amount	The system will automatically calculate the Tax Amount in this field once you enter the Gross Amount and select a Tax Code. ❗ The tax amount will be rounded to the nearest cent. After the system populates the tax amount, you can override its value if required.
Nett Amount	The system will automatically calculate the Nett Amount based on the Gross Amount and Tax Amount entered above.

Click ‘Save’ to add the new line item entry into the Sell Price Grid.

URL Link

This ‘URL Link’ field lets you enter a website address for more information about this event option. The link will appear as an ‘Option link’ hyperlink next to the option in Parent Lounge.

Attachment

The Attachments field allows you to attach documents to this option for this event, which becomes visible to parents in Parent Lounge when they click on the 'paperclip' icon in the 'Details' column. An example of this would be a PDF document explaining or advertising this event's option.

Parent Lounge Info

In Parent Lounge, click the ‘paperclip’ icon to display a list of attachments, then click the attachment name to download or open in a new tab.

Click '+ Choose' to select one or multiple files to attach. Alternatively, drag and drop files into the Attachment field.

Active

Select this checkbox to indicate that the option is active and will be visible to parents in Parent Lounge Accounts & Payments > Events and Payments and Staff Kiosk Events > Events and Payments.

Mandatory

Select this checkbox to indicate that an option is mandatory. A red asterisk will appear next to the option, and users cannot ‘Save’ or ‘Proceed to Payment’ until they select an option.

Enable Parent Comments

Select this checkbox to enable parents to add comments next to the option in Parent Lounge Accounts & Payments > Events and Payments by clicking the ‘Comment’ icon.

Amount Paid

This read-only field displays the total amount paid to date for this option for this event.

Number Accepted

This field indicates the number of students who have chosen this option for the event.

GL Account

The General Ledger (GL) Account Code for this line item.

GL Description

The description of the General Ledger Account Code.

Description

The Description of the line item.

Tax Code

The Tax Code for the line item.

Gross Amount

The Gross Amount for the line item.

Tax Amount

The Tax Amount for the line item.

Nett Amount

The Nett Amount for the line item.

Action

Click ‘Edit’ to open the ‘Event Sell Price Line Item Entry’ screen for the line item. Modify the entry and click ‘Save’ to update.

Click ‘Delete’ to delete the line item.

These links will not be displayed when Payments and Pending Payments exist for the Event.

Fields that require further explanation

GL Account

Select the General Ledger account code for this line item.

The General Ledger accounts in the dropdown list depend on the ‘Responsibility Levels’ in TASS.web Finance > General Ledger > Account & Journal Info > Accounts on the 'Responsibility’ tab.

When a user lacks responsibility for GL accounts, this field will be greyed out and uneditable.

An alert icon will appear if the event's period and year are not open in the GL or if the account is closed for the selected start date.

Description

Enter a description for the line item.

Gross Amount

Enter the Gross Amount for the line item.

Tax Code

Select the Tax Code for the line item.

Tax Amount

The system will automatically calculate the Tax Amount in this field once you enter the Gross Amount and select a Tax Code.

After the system populates the tax amount, you can override its value if required.

Nett Amount

The system will automatically calculate the Nett Amount based on the Gross Amount and Tax Amount entered above.

Unit Sell Price

The amounts in each box update automatically when lines are added to the Sell Price Grid.

• Nett — The price (excluding GST) for a student to participate in the event.

• Tax — The GST component (if any) of the event cost.

• Total — A system-generated field (Nett + Tax).

The Unit Sell Price cannot be changed after students have been invited.

Terms and conditions are required?

Select this checkbox to require parents to acknowledge the school's terms and conditions for this event when they accept through Parent Lounge.

The acknowledgement text displayed to parents in Parent Lounge is configured in Staff Kiosk under Events > Parameters (Setup).

If this checkbox is selected, the program will require you to attach a 'Terms & Conditions Document'.

Terms & Conditions Document

Select ‘+Choose’ to select a file from your local directory to attach it to the event.

The attachment that is added here becomes visible to parents in Parent Lounge when they click on the ‘View Terms and conditions’ hyperlink.

Medical details verification is required?

Select this checkbox to require the parents to acknowledge that their child's medical details are correct when they accept the event through Parent Lounge.

The medical acknowledgement text displayed to the parent in Parent Lounge is set up in program Staff Kiosk Events > Parameters (Setup).

Approver's Notes

Notes entered by the approver when they approved the event.

Approved By

The Teacher Code of the approver.

Approved On

The date the event was approved.

Schedule Portal Publish

Select this checkbox to nominate when the Event information is to be published in Parent Lounge and Student Café.

The date/time field will then appear, where you can enter the date and time for the details to be published.

The date/time must be greater than today's date and more than 24 hours before the start date and time of the event.

Leave this checkbox unticked if you want the event information to be published in Parent Lounge and Student Café at the same time as the Event is approved.

Add a school calendar instance for this Event?

Select this checkbox to automatically create a calendar event for this event in the School Calendar.

The details of the calendar event, including the event description, start and end dates, and times, will be linked to this event.

Select the 'Year Group(s)' and 'Campus' fields if the event should be limited to display to students within these sections. If left blank, all students will be able to view the event.

The event will be visible:

• to teachers in Staff Kiosk School Calendar.

• on student eDiaries in Student Cafe and Parent Lounge if the student has the 'Accepted' status.

Approvers can edit the calendar event to enable School Calendar visibility in Parent Lounge, Student Cafe and Public in Staff Kiosk Calendar > School Calendar.

Approvers can also edit or update some details of the calendar event in Staff Kiosk Calendar > School Calendar.

A calendar instance has been created for this event, would you like to remove it?

The text is only visible in Edit mode. Click on this text to view a pop-up showing the calendar event details.

Remove the calendar instance for this Event? 

Only approvers can select this checkbox to remove the calendar event entry.

Selecting this checkbox will display the calendar event details for you to review. Click close, then click 'Submit Change'.

Approvers can remove an event from the calendar by editing it or by clicking the ‘Delete’ button in Calendar > School Calendar.

A Calendar event cannot be removed if PC Entries are using it.

If the event is cancelled but the calendar event is not removed, the calendar entry will be prefixed by the text 'CANCELLED'.