EDUCATION TECHNOLOGY SERVICES. PowerSchool Fees

Transcription

1 EDUCATION TECHNOLOGY SERVICES PowerSchool Fees

2 POWERSSCHOOL FEES... 3 PAYMENT TYPES... 3 Default Payment Types:... 3 To change... 3 FEE CATEGORIES... 3 School... 3 Create a School Enrollment Fee... 3 Course... 4 Create a Course Fee... 4 To View or Change Categories... 5 INDIVIDUAL FEES AND PAYMENTS... 6 To Create Individual Fees... 6 Charging an Individual Fee to a Student... 6 Payment... 8 View Transaction Information... 9 View Payment Information... 9 Distribute a Payment All Transactions Balances Refund Priority FEE FUNCTIONS New Fee New School Enrollment Fee New Course Enrollment Fee New Transaction Assess School Enrollment Fees Assess Course Enrollment Fees Clear Current Balance Reverse an Action Using Group Transaction ID RECALCULATE BALANCES SEARCHING FEES INVOICES/BILLS/REPORTS List Settings Table Settings Line Item Settings Page Settings SCREEN SHOTS OF HOW THE SAMPLE BILL WAS SETUP

3 POWERSSCHOOL FEES Fees are a great way to track the amount of money a student owes a school district. Parents also have access to a student s fee balance and transactions on the parent side of PowerSchool. Before fees can be charged to students Payment Types, Fee Categories and Fee Types must be created. Payment Types PaymentsTypes of types of payments the school accepts. Default Payment Types: To change 1. Change school to District Office 2. Click the District link on the left side of the page 3. Click the Payment Methods link 4. Click the name of a method to rename or delete a method 5. Click New to add a new method Fee Categories Fee Categories are the main reason students are students owe money PowerSchool comes with two default categories: School and Course School Automatically assigned when a student is enrolled in school Create a School Enrollment Fee 1. Change to the School 2. Click the School link on the left side of the page 3. Click the Fee Types link 4. Click the New button 5. Name the Fee type 6. Choose School in the Fee Category drop down 7. Entering a Description is Optional 3

4 8. Click Submit 9. Change to the District Office 10. Click the District link on the left side of the page 11. Click the Schools/School Info link 12. Click the name of the school 13. At the bottom of the screen click the New button 14. Choose the Fee Type 15. Choosing a Department is optional 16. Enter the amount for the Fee 17. Use Date to indicate when fee was instituted 18. Entering a Description is optional 19. The Pro Ratable checkbox adjusts the fee according to how many days the students is enrolled. If a student enrolls in school after school starts the student is not charged the full fee. 20. Click Submit Course Automatically assigned when a student is enrolled in the course Create a Course Fee 1. Change to the School 2. Click the School link on the left side of the page 3. Click the Fee Types link 4. Click the New button 5. Name the Fee type 6. Choose Course in the Fee Category drop down 7. Entering a Description is Optional 8. Click Submit 9. Click the School link on the left side of the page 4

5 10. Click Course link 11. Click the name of the course 12. At the top of the screen click the Fees link 13. Click the New link 14. Choose the Fee Type 15. Choosing a Department is optional 16. Enter the amount for the Fee 17. Use Date to indicate when fee was instituted 18. Entering a Description is optional 19. The Pro Ratable checkbox adjusts the fee according to how many days the students is enrolled in the course. If a student enrolls in late or drops early from the course the student is not charged the full fee. 20. Click Submit Example of what a Pro-Ratable Course Fee looks like after charged to a student. Student was enrolled in Semester 1 HS Choir on 11/27/2006. Original Fee was $40.00 To View or Change Categories 1. Change school to District Office 2. Click the District Link on the left side of the page 3. Click the Fee Categories link 4. Click New to create new categories 5

6 Individual Fees and Payments Fees assigned individually by student, either because the amount varies by student or who gets charged the fee varies. Examples: Sports fees, band rental, lost or damaged books Make sure All Transactions are done at the SCHOOL level, not at district office! To Create Individual Fees 1. Create a Category in District Office a. Change the school to District Office b. Click the District link on the left side of the page c. Click the Fee Categories link d. Click New e. Name the Category i. Many schools create a Misc category for all individual fees, but more distinctive fees categories can be created. 1. Music 2. Sports 3. Library f. Click Submit 2. Create the Fee type at the School a. Change the School to one of the schools i. If the same fee type is used at multiple schools it needs to be created at the multiple schools b. Click the School link on the left side of the page c. Click the Fee Types link d. Click New e. Name the Fee Type f. Choose the Category (NOT School or Course) g. Describing the Fee is Optional h. Click Submit Charging an Individual Fee to a Student 1. Make sure you are in the appropriate school, not District Office 2. Select the Student 3. Click the Fee Transactions link 4. In the Create New Fee dropdown choose the Fee type to charge 5. Choosing a Department is optional 6. Change Transaction Date if necessary a. Schools choice if this should reflect actual date of transaction or date entered into PowerSchool 7. Enter a Description good practice to do this 8. Enter the Amount of Fee 9. Enter a credit if the student has paid part or all of the fee at the time of the transaction 10. Choose a Payment Method 6

7 11. Entering a Payment Reference Number is optional (could be the paper receipt number) 12. Click Submit Fee charged with partial payment 7

8 Payment To enter a payment for an individual fee 1. Click the Payment link to the right of the entry 2. Change the Transaction Date if necessary 3. Choose the Transaction type a. Payment i. Enter a description if desired ii. Enter the amount paid iii. Choose a payment method iv. Enter a payment reference number if desired v. Click Submit b. Credit i. Enter a description ii. Enter the amount credited iii. Choose a payment method iv. Enter payment reference number if desired v. Click Submit c. Void i. Enter a description ii. Click Submit A void looks like a regular payment on the transaction page, to parents it may look like a payment rather than a void. Use DDA to edit description to indicate it is a void 8

9 View Transaction Information Click the Date next to a transaction to view detailed information View Payment Information To view detailed payment information click the amount paid for the individual transaction. View if there are multiple payments 9

10 Click the date link to view more information about the payment and transaction Distribute a Payment Used when a student makes a payment toward multiple transactions The money is distributed across transactions with a balance. Transactions with the highest priority get the money first 1. Click the Distribute link 2. Adjust transaction date if necessary 3. Enter a description 4. Enter a payment reference number if desired 5. Click Submit 10

11 All Transactions Shows detailed information for each payment. Newest is listed at the top Click the All Transactions link at the bottom of the Fee Transaction Screen Balances To view the total Debits and Credits for the student for the school year Click the Balances link at the bottom of the Fee Transaction screen Refund Can only be issued if the global balance for a student is negative (the school owes the student money) Ex: Student enrolled in a course with a pro-ratable fee, paid the fee and then dropped the course. The school now owes the student money, if the student did not have an existing balance 1. Click the Refund link in the top right hand corner 2. Enter a Description 3. Enter the Amount to refund a. It must be equal to or less than the current balance 4. Choose a payment method 5. Enter a payment reference number if desired 6. Click Submit 11

12 Priority To assign Priorities to Fee Types. Priorities determine which fee should be paid first when the distribute function is used. 1. Click the School link on the left side of the page 2. Click the Fee Types link 3. Adjust or Change the Numbers in the Priority Boxes 4. Click Submit Fee Functions Used with a group of students Found in Special Functions or in the drop down beneath a list of Students New Fee 1. Like charging an individual fee, but charges the same to fee to the entire group of student 2. Typically a credit is not entered 3. Use for an individual student if prone to making mistakes when entering amounts charged or credited New School Enrollment Fee 1. Select what school fees to apply to the group of students 2. Click Submit 12

13 New Course Enrollment Fee 1. Type in the course number for the fee they should be charged 2. It is possible to assign a mass assign a course fee to students even if they are not enrolled in the course 3. Click Submit 4. Select which Students should be assigned the fee 5. Check the box for the course fees 6. Modify transaction date if necessary 7. Click Submit New Transaction 1. Make a payment, apply a credit or void a transaction for a group of students a. When doing a Void need to know the amount charged on the transaction to be voided Assess School Enrollment Fees 2. Can charge the entire student body the school enrollment fees at once 3. Don t have to choose which fees to charge, all will be charged Assess Course Enrollment Fees Assigns Course Fees to the students according to the classes they are enrolled Example: Only students enrolled in Choir are assigned the Choir Fee Assessing Fees only works when school is in session, to apply these types of Fees before school starts use Enrollment Fees. School Fees don t automatically apply at beginning of the new school year. Course Fees don t automatically apply when using scheduler. 13

14 Clear Current Balance Create a transaction opposite of each students existing balance so all students will have a balance of zero Reverse an Action Using Group Transaction ID Remove most group mistakes. Can not reverse Void payments. Can only reverse unpaid balances on transactions Find the Group ID for the transaction 1. Select a Student who was in the group charged or credited 2. Click Fee Transactions on the left side of the page a. Group ID for Payments i. Click on the amount in the Paid column ii. Click the date of the transaction iii. Note the Group Transaction ID number b. Group ID for Transactions (charges) i. Click the Date of the transaction (charge) ii. Note the Group Transaction ID number 3. Click PowerSchool logo to return to the main page 4. Click the Special Functions link 5. Click the Fee Functions link on the left side of the page 6. Click Reverse Action Using Group ID 7. Enter Group ID 8. Modify Date if necessary 9. Enter a description if desired 10. Click Submit 14

15 Detailed View of Reversed Transaction Recalculate Balances If student or balance look like they are not correct have PowerSchool recalculate the balance 1. Select all the students a. If all students are not selected balances will only be recalculated for the selected group of students 2. Click the System link on the left side of the screen 3. Click Special Operations 4. Choose Recalculate fee balances 5. Click Submit 6. Alert screen will display showing how many students were processed and how many balances were fixed Searching Fees In the search line type any of the following (don t forget the *) *fee.fee_balance>0 -- Finds any students with a balance (owes money) *fee.fee_type_id=9;*fee.fee_balance=0 -- Students already paid for a specific fee *fee.fee_type_id=9;*fee.fee_balance#0 -- Students still owe money for a specific fee To find a list of the fee type IDs 1. Click the System link on the left side of the page 2. Click the Direct Database Export link 3. Choose the Fee_Type table in the drop down 4. Select all the Current Fees 5. Click List View 15

16 6. ID is listed first followed by the Name of the Fee Types *fee.fee_type_name=books Fees -- finds all the students charged a specific fee Fee types are created at the school level To get a list of the Fee Types 1. Click the school link on the left side of the page 2. Click the Fee Types link *fee.fee_type_id could also be used *fee.fee_category_name=course -- Finds all the student charged a fee in a specific category Categories are created at the district office To get a list of Category names to use 1. Change the school to District Office 2. Click the District link on the left side of the page 3. Click the Fee Categories link *fee.description=bb@ -- Finds students with info in description field Need to know what the description starts with, I tried using contains and it says this function only works on real fields *fee_transaction.transaction_type=payment -- Finds all student with a specific payment type Void or credit can also be used *fee_transaction.payment_method=cash -- Searches for transactions with specific payment types *fee.fee_balance#0 or *fee.fee_balance=0 can be added to any of the above searches to find students who still owe or have paid for the fees 16

17 Invoices/Bills/Reports To create an object report to print student bills use the Fees List object List Settings 1. Only these fee categories: if only certain categories should be printed on the bill chose which ones, if no selection is made all category types will be printed on the report 2. Only these departments: works like fee categories 3. Only fees assessed for courses in these groups: works like fee categories 4. Only fees assessed during: Current School Year, Current Term, Current Date, Date Range: (then specify the date range) 5. Only fees whose current balance is: (Blank), Paid in Full, Partially Paid, or Non- Zero. Leave blank to all charges are printed on the bill 6. Only transactions conducted during: Current School Year, Current Term, Current Date, Date Range:, Specify at Run Time 7. Only transactions paid via: Payment method options are listed, choose one or multiples, or leave blank to have all transactions print 8. Only transactions which are: (Blank), Debits or Credits Table Settings Only items not usually seen on object reports are listed below 1. Print column titles on: All pages, first page, Do not print column titles 2. Print subtotal row on: Last page of line items, Do not print subtotal row 3. Subtotal row label: (enter preferred text) 4. Column: leave blank if Subtotal should not be printed. The Column number indicates where the Row label should be printed 5. Print grand total row on: Last Page of Fees list, Do not print Grand Total 6. Grand total row label: (enter preferred text) 7. Column: leave blank if the Grand Total should not be printed. The Column number indicates where the Row label should be printed 8. Coordinates: where the table listing the fees should be positioned Line Item Settings 1. Even and Odd Row background color choosing a color for one of the rows makes the bill easier to read 2. Currency format: Choose if $ should be displayed or not and if negative numbers should be printed with a or enclosed in ( ) 3. Group line items by: a. Individual Fees: looks more like the Fee Transaction page b. Individual Transactions: if a student made 3 payments on a single charge, each would be listed separately c. Fee Category: Transactions in each category would be grouped together d. Fee Types: multiple transactions with the same fee type would be grouped together e. Payment Method 17

18 f. Course Number 4. Colum 1-8 a. Width: how wide should the column be? Leave blank for the column to automatically adjust according to text printed in this column b. Title: How should the column be labeled c. Title Alignment: Left, Center, Right d. Data Source: i. Fee Amount: how much the student was charged ii. Fee Balance: how much the student owes on the charge iii. Transaction Quantity: iv. Transaction Payment Amount: How much the student has paid toward the charge v. Blank: Nothing will be printed vi. Static: Specify constant text which will be printed in the column vii. Field Value: specify the field name to pull the information from e. Specific Fee Type: Choose if only specific fee types should be printed in this column f. Data Alignment: How should the data listed in the column be aligned? Left, Center, Right g. Include in: Subtotal or Grand Total i. If the values in this column should be calculated into the subtotal or Grand Total Page Settings Split line items to multiple pages: By fee category, By department, By transaction date, or By receipt number 18

19 Screen Shots of how the sample bill was setup 19

20 20 POWERSCHOOL FEES

21 21 POWERSCHOOL FEES

22 22 POWERSCHOOL FEES

23 EduTech High School PO Box 400 Fargo, ND Phone: Fax: Bill To: Parent/Guardian of Kelsi Coyle th St SE Alice, ND Student Name Grade School Year Kelsi Coyle Fee Type Description Fee Amt Payment Date Balance Library Fines Lost Island of Blue Dolphins /3/ Foods /3/ Instrument Rental Trombone /4/ Library Fines Stole 2 weeks worth of Newspapers /4/ Grand Total Please make checks payable to EduTech High School. Remit to: EduTech High School PO Box 400 Fargo, ND Indicate Payment Method: Check Money Order Cash If you have more than one student please pay separate. Office Use: Student Name: Kelsi Coyle Grade Level: 10 School: EduTech High School