SLS - Student/Family Statements
SLS Student/Family Statements Overview
This is the program used to generate either student or family-based statements based on student invoices and credits for this shop.
It will print all transactions that are 'un-flagged' or have not been transferred to the Parent Accounts module.
There are several modes in which this program is likely to be used:
Statement Type | Transferred to Parent Account mode in operation | Suggested use | Flagging |
|---|---|---|---|
Student-Based | Yes | Statements may be generated for students who have made purchases from this shop. These statements would then be sent to the parent along with the main parent fee account. Note: Statements can only be generated prior to transferring to Parent Accounts. In this scenario, the shop's statement would be a supporting document for the single line item that would appear on the statement from the Parent Accounts module. | It is not necessary to run program Finance > School Shop > Period End > Flag Transactions. |
Student-Based | No | Statements may be generated from this shop and sent directly to parents. Payments from parents for this shop would then be receipted using program Finance > School Shop > Shop Transactions > Receipts. | Program Finance > School Shop > Period End > Flag Transactions should be run as soon as the statements have been run and checked. |
Family-Based | No | Statements may be generated from this shop and sent directly to parents. Payments from parents for this shop would then be receipted using program Finance > School Shop > Shop Transactions > Receipts. | Program Finance > School Shop > Period End > Flag Transactions should be run as soon as the statements have been run and checked. |
General Tab
| Fields that require further explanation | |
|---|---|
Family Statement or Student Statement | Nominate the type of statement that you want to produce for this shop by clicking the appropriate radio button. |
Parent Code / Student Code | Use this field to print out a statement for one parent or student only. If you want to run statements for the entire shop leave this blank. You may select the 'Lookup' (Binoculars) icon and search for a valid parent or student account code. |
Parent Type | This field is displayed if you have nominated to run family based statements above. Use this field to print statements for one or more parent types (as defined in Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'Parent Types' tab). Leave blank to print statements for all parent types. You may make multiple selections on this field. Holding down the 'Shift' key while clicking on your options permits a range selection; holding down the 'Ctrl' key enables selection of discrete (individual) parent types. |
Status | This field is displayed if you have nominated to run family based statements above. To print statements for current or non-current parents or leave blank to print both. |
Year Group | This field is displayed if you have nominated to run student based statements above. Use this field to print statements for a single year group or leave blank to print for all year groups. |
Statement Cut-off Date | This will default to the current date. Change this to a previous date if you want to exclude transactions from a nominated date forward. |
Statement Amount | This is a range selection field that allows you to nominate the statements to print based on their total amount. For example, 'All statements over $10'. |
Print Tab
| Fields that require further explanation | |
|---|---|
Sort By | This option will allow you to nominate to print the statements in 'Code' or 'Surname' order. |
Export to PDF | The statements will always print using Adobe® PDF. |
Deliver via email where possible | This option will generate statements via email for accounts where the parent record has a valid email address. It will follow the address hierarchy that you specify below on this tab until it finds a valid email address. It will not generate a printed statement to PDF for accounts that have an email generated. If you have selected a range of statements to print the program will automatically generate printed statements to PDF for parents without email addresses on their parent record. The email function will also CC each emailed statement to the address set up in the 'CC Email' field in program Finance > School Shop > Setup Information > School Shop Setup on the 'Contact Info' tab for this shop. |
Attachment to email | You would use this to include an attachment to the email (e.g. Your 'Payment Terms and Conditions') for parents who will receive their statement via email. Create a suitable document and save it as a PDF. Use the 'Browse' button to attach it to the parent's email. The parent will then receive an email with two PDF attachments. One is the statement and the other is the school's payment terms and conditions. |
Include summary page | A summary page prints at the end of the statement print run and provides details of the number of statements printed and number emailed. The detailed option also includes a list with parent code, parent name and statement amount. |
Print ABN on Statements | Tick this checkbox if you want your ABN to print under the address information block at the top of the statement. |
Print Statements for Accounts | The default for this is unticked. When ticked, a statement will be generated for all accounts with a zero balance that have transactions to print. |
Include line item details | The default for this is unticked. You would check this checkbox if you want to print full line item details for each transaction on each statement. |
Print Parent BPAY details | Important! This functionality has been included at the request of a single school and should not be used unless you understand the full implications. There is no facility to upload BPay receipts directly into a school shop. BPay receipts can be uploaded into Parent Accounts. By including a BPay logo on shop statements, and having the parent's debt in the shop transferred to Parent Accounts means that there is a possibility that parents will pay the debt twice. Tick this checkbox to include the BPAY details on the statement. Two BPAY logos are available. One includes a credit card as a payment option in the text at the bottom of the logo. The other doesn't. Use the yellow alert icon to view each logo before deciding the appropriate one for your school. |
Statement Address Hierarchy | The 'Address Hierarchy' will determine which address is to be printed on the Parent Statement. Field 1. Displays the 'Billing / Account Address' as defined in Finance > School Shop > Setup Information > School Shop Setup. Field 2. This is an optional field that allows the user to nominate a secondary address that will be picked up if the parent does not have the address stipulated in 'Field 1'. Field 3. Displays the default address. This is the address that will be used for any parent that does not have either of the addresses stipulated in Field 1 or 2. The 'Address Hierarchy' screen is used to print an alternate address based on the absence of the preceding address type in the hierarchy on the parent account record. |
Print Student Year Group / Form Class | By default, the student's year and form class will print next to each student's name on a statement. Untick this box if you don't want to print this. |
Second Copy of Statement | This would normally be used for split families where a second copy of the statement is required. It will only print a second copy for accounts where it finds an address in the selected address block(s). As an example, if you used an address block called 'non-custodial parent' then it will only produce two statements for accounts where there is an address in that address block. All the other accounts will only get one. This is a multi-select picklist which will allow you to produce more than one, second copy, of the statement. Use 'Ctrl' and mouse-click to select more than one. |
Statement Message Text | Enter a message here that you want to print on all shop statements in this statement run. For example, 'Please ensure all shop accounts are finalised before the end of year'. |
After making your required selections, click the 'GO' button to generate your statements.