SLS - Bulk Invoices and Credits
Overview
The School Shop 'Bulk Invoices and Credits' program is used where more than one invoice or credit needs to be entered against student accounts, and there is a common factor that can be used to allow the program to identify the relevant students.
Once the selection list of students to include in the bulk invoice/credit has been generated, it is possible to modify the list further by deleting students who you do not wish to include (before committing the charges or credits to the database).
Three distinct selection modes are available:
Student based selection.
Subject-based selection.
Extra Curricular based selection.
Student-Based Search
Fields from the 'General' and 'User Defined' tab can be used as selection criteria to filter the returned data. These tabs are similar to those displayed in Student Admin > Student Records > Student Information > Students.
The 'Calendar' icons in the 'General' tab display date range pickers, these windows allow the entry of a date range, e.g. All student records with a 'Date of Birth' date between 01/01/06 and 31/12/06.
You may also notice that the drop-down menu arrows next to selected fields in the 'General' and 'User Defined' tabs look different, these different arrows indicate that more than one selection can be made from the drop-down menu for your search criteria.
Fields from the 'Billing' tab can also be used as selection criteria. Billing flags are school definable and have been set up using Student Admin > Student Records > Setup Information > Students Records Setup on the 'User Defined' tab.
Subject-Based Search
This type of selection would be used when the charges or credits are based on the students' involvement in an academic subject, e.g. a charge to all students enrolled in Year 12 Art.
Extra Curricular-Based Search
This type of selection would be used when the charges or credits are based on the students' involvement in an extra curricular activity, e.g. a charge to all students playing hockey.
Click 'Next' to proceed to the invoicing screen.
Charge/Credits Details
Once the selections have been made using one of the methods above, the 'Invoices/Credits Details' screen will be displayed. Use this screen to enter the line items for this bulk invoice or credit.
Fields that require further information | |
|---|---|
Transaction Type | From the picklist choose 'Invoice' or 'Credit' or key in 'I' or 'C'. |
Date | This field will default to today's date but can be overridden. |
Transaction Grid
The fields below in violet are deliberately not accessed through a 'Tab' key movement to allow rapid invoice entry for the majority of sales instances (by keeping the mandatory keystrokes to a minimum).
These fields are optional fields that are accessed by the mouse and cater for more complex scenarios to be processed.
Stock Code | Enter a valid stock code or scan the item for sale. If you receive a message 'This code is inactive – please try again', it means that you are attempting to sell a stock item that has a flag of 'N' in the 'Active' field in program Finance > School Shop > Stock Information > Stock. Where the Stock Code entered is for a 'Miscellaneous' stock item then the 'Invoice/Credit Line Details' screen will be opened automatically, and the cursor will be positioned in the 'GL Account Code' field. If you have General Ledger integration running for this shop, this is a mandatory field as it is required to complete the income side of the General Ledger sales journal. A Miscellaneous stock code is set up using program Finance > School Shop > Stock Information > Stock where the 'Misc Stock Code' checkbox has been ticked. |
Detailed Entry | A click on the 'Detailed Entry' button will open the 'Invoice/Credit Detail' screen. You would use this option if you need to:
The additional fields that are available using this sale option are:
Once you have completed details in the 'Invoice/Credit Detail' screen, click 'Save' to return to the 'Transaction Grid'. Click 'Cancel' to return to the 'Transaction Grid' without saving the details you have entered in the 'Invoice/Credit Detail' screen. |
Add to Sale | Once you are satisfied with this line item, click this link (or press 'Enter' when the cursor is on this link) to add it to this sale. The details of this line will then be displayed in the section directly below, and the transaction grid is ready for you to add another line item. If you click on this link with an empty line item, you will get the following error message 'You must enter a Stock code before you can add this line to the sale'. If you attempt to finalise the bulk sale by clicking the 'Next' button without adding a line item you will receive the following error message 'You must enter Invoice/Credit Transactions'. |
Include Students On Hold | The program checks program Finance > School Shop > Setup Information > On Hold Maintenance for students who are not allowed to buy from this shop. The default is to exclude these students from this bulk invoice or credit. Check this checkbox if you do want to include these students. |
When you have finished adding line items to this bulk charge/credit, click the 'Next' button.
Alternately, select the 'Cancel' button to return to the previous screen without committing any changes to the TASS.web database.
Bulk Invoice/Credit List
This screen will display the students who meet the selection criteria that you nominated on the initial selection screen.
If there are student(s) in the list who you do not want to be included in this bulk invoice or credit run then click on 'Delete' in the 'Action' column.
Click the 'Save' button to record these charges or credits on to the database.
Upon completion, a dialogue message will be displayed 'Are you sure you want to generate Bulk Invoice/Credits?'
Enter 'OK' to commit these transactions to the database or 'Cancel' to abort.