EH - Generate Lost Equipment Charges
Generate Lost Equipment Charges Overview
This program will create charges on the parent ledger (in the Parent Accounts module) for students who have not returned equipment. It will create a separate charge for each lost equipment on the parent account.
It uses the fee code that is setup using program Student Admin > Equipment Hire > Setup Information > Equipment Hire Setup on the 'Parameters' tab in the 'Generate Lost Equipment Charges' field.
The transactions on the parent account will include a comment with the lost equipment's description.
General Tab
Use the filters on the 'General' tab to select the equipment which is to be updated as lost.
The system will then display a list of all equipment that is to be processed and updated to a status of 'Lost'. Use the 'Delete' button to remove any equipment from the processing list.
Use the 'Do Not Charge' checkbox to waive the lost charge for individual equipment loans.
Clicking the 'GO' button at the bottom of the list will then process the equipment loan records that are currently displayed on the screen.
| Fields that require a further explanation | |
|---|---|
Billing Date | This is the date that will be used as the transaction date in Parent Accounts. It will automatically determine the accounting year and period. |
Student | Use this field to generate lost equipment charges for a single student only. If you want to generate lost equipment charges for all students (who have not returned equipment), leave this blank. You may select the 'Lookup' (Binoculars) icon and search for a valid borrower code. |
Year Group | Use this field to generate lost equipment charges for all students in a particular year group (who have not returned equipment). If you want to generate lost equipment charges for all students (who have not returned equipment), leave this blank. The 'Year Group' is a multi-select field. Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields. |
Form Class | Use this field to generate lost equipment charges for all students in a particular form class (who have not returned equipment). If you want to generate lost equipment charges for all students (who have not returned equipment), leave this blank. |
PC/Tutor Group | Use this field to generate lost equipment charges for all students in a particular pastoral care/tutor group (or groups) with equipment that has not been returned. If you want to generate lost equipment charges for all students (who have not returned equipment), leave this blank. The 'PC/Tutor Group' is a multi-select field. Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields. |
House | Use this field to generate lost equipment charges for all students in a particular house (or houses) with equipment that has not been returned. If you want to generate lost equipment charges for all students (who have not returned equipment), leave this blank. 'House' is a multi-select field. Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields. |
Boarder | Use this field to generate lost equipment charges only for students who are boarders with equipment that has not been returned. If you want to generate lost equipment charges for all students (who have not returned equipment), leave this blank. |
Campus | Use this field to generate lost equipment charges for all students from a particular campus. If you want to generate lost equipment charges for all students (who have not returned equipment), leave this blank. |
Issue Date | The date picker 'Calendar' icon displayed in this field allows the entry of a date range, e.g. All equipment with a loan date between 01/01/15 and 31/12/15. If you want to generate lost equipment charges for all equipment for all students, leave this blank. |
Due Date | The date picker 'Calendar' icon displayed in this field allows the entry of a date range, e.g. All equipment with a due date between 01/01/15 and 31/12/15. Use this field to generate lost equipment charges only for students who have not been returned equipment where the due date on the loan records fall between the dates that you enter in this field. If you want to generate lost equipment charges for all students (who have not returned equipment), leave this blank. |
Equipment Category | Use this field to include or exclude equipment of certain categories. The Equipment Categories field is useful to filter out certain equipment that has special loan periods. |
Equipment description | Use this field to filter the search down to individual items of equipment. |
