FAQ Number : T13                                        Latest Update: 10/07/08

Setting Up New Accounts - go to Accounts Maintenance

Please note that if you want to record monies against specific students, you must first import the student records from SIMS.net or other pupil records system. Please see the section on SETUP for this.

To create a new short code, click on Short code box if not already there. Overtype any contents that are there or click on New Short Code button (bottom right) to clear screen entries.

Short code                   Enter Alphanumeric code eg LONDON. This is the only field that CANNOT be changed, and it the field you use for data entry so choose wisely!   Press TAB to move to each next field.

Full Name                    Enter full description eg London Trip Yr 11. Up to 30 characters. Press TAB to move to next field.

Date                             Enter date if appropriate in the format dd/mm/yyyy eg 25/06/2000 or in format ddmmyy eg 011209

Responsible Person    To select an existing name for responsible person, select from list in the detail area by clicking on the name and pressing the > button. Multiple Responsible Persons may be selected.  To enter a new Responsible Person, enter their name in Responsible Person box at left of screen. Then you can choose to enter further details about the Responsible person by pressing the RIGHT ARROW and entering personal details, address, phone number etc. This is OPTIONAL. Further details do not have to be entered. If there are multiple new Responsible Persons, then after tabbing though their Address, Postcode and Telephone it automatically tabs to ADD ANOTHER. Press Enter and repeat the entries for the next new Responsible Person. o bypass entering further details about Responsible Person, simply enter their name in Responsible Person box,  then press TAB to move onto Budget Cost field.

Budget Cost                 Enter expected cost for the account as a whole, eg a whole trip for 30 people may be expected to cost £6000 in total. This will be used to check total expenditure against. 

BANK ACCOUNT AND OPENING BALANCE ONLY APPEARS WHEN YOU CLICK ON OR ENTER THE BUDGET COST FIELD

Bank Account              When setting up a short code, it may have an opening balance for the account. First select the bank account the balance is held in. If you are setting the system up, or this is a new bank account you may need to create a new bank account on the system. Click on the NEW button. To create a new bank account, enter a 3 character code eg SF1 and a description eg School Fund Current A/c 1

Opening Balance            Enter amount of opening balance for this account. See Appendix 2 for further information on opening balances.  

Tracking Required          This determines how money received is recorded. Choose By Individual - keeps a record of each person, what they paid and when.

Suppliers                       Enter one or more suppliers for this account.  Or you can leave this field BLANK - with no supplier. Suppliers are used when making payments to choose from, and in reports to see who you paid what to and when. To select an existing supplier, select from list in right hand box by clicking on the name and pressing the > button. Multiple Suppliers may be selected.  Use the < button to deselect a supplier.  To enter a new Supplier, enter the name in Suppliers box.

Students                        Enter students for this account, eg those going on a trip.  Students can be imported from your Pupil Record System – see section on Setup.

                                      First however, enter the contribution required from each student. This will then be the default contribution added to each student. It can however,  
                                      be changed for individual students if required.  

                                      Next, select students. To select names from existing list, click on name and press the > button.  Use < to deselect names.   Use >> to select ALL
                                      students and << to deselect all for the selected class.

                                   To remove a student from a trip, simply locate them in the RH list of students, and click on the < button. To remove a student from a trip after they have already made a payment to the trip, go to Accounts Maintenance – find the student on the pull down list next to Student and tick the WITHDRAW box.

                                    Tick box to indicate whether a permission slip is required for this account.If needed, amend the Contribution required from student. You will only need to do this if it differs from the default contribution entered, for example if they have already paid some of the amount due or are getting a special reduced rate. To do so, click on the arrow to the right of the box containing student names, next to the button that says Students on the left of the screen. Select a student from the list and click on their name. Change the contribution amount for this student.  You will be asked if you want to change the contribution for ALL students or just this one.  Answer no to change just one student, Yes to change them all.

Cost Centres                  Assign each short code to a different Cost Centre if you would like to be able to group accounts for reporting. Use the Add a Cost Centre button at the bottom left. Enter a name for your cost centre – we suggest the use of CAPITALS here for clarity. Click on SAVE. Call up the next short code and either assign it to a previously created Cost Centre by selecting it from the pull down list, or create another new one. To print reports based upon cost centres, go to Screen Enquiries (covered later)

 Details                            Tab to Details and enter any general details required, such as Leaving times, Arrival times etc.

When you have entered the details and press Tab, the cursor moves back to the Short Code Field. The New Account has been saved AUTOMATICALLY as each entry is made. There is no additional Saving action required.