Discount Tables used for billing

Cost Centres can now have Multiple Discounts added directly through a Discount Table; this is an alternative way to running the Discount through Quick Family Accounting Adjustments.

STEPS

  1. Create Cost centres if Necessary
  2. Overview of the Table
  3. Examples of Discount tables
  4. Running the Billing with Discounts
  5. Creating a Charge instead of a Discount

STEP 1 – Create Cost Centres if Necessary

Path:                     System > Cost Centres

You may already have Cost Centres you wish to use that are attached to valid ledger accounts but several Cost Centres for different year levels or groups can be created if required. To create a new Cost Centre follow the steps below.

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  1. Enter a Unique Code.
  2. Enter your description for the Account to be used in Billing or for a Discount.
  3. Optional; The Value, this is not used for Billing.
  4. Enter the Tax Rate if necessary;
    • How this is charged does depend upon setting in System Maintenance.
  5. Select a valid General Ledger Account.
  6. The Sub Account will default if attached to the GL Account selected.
  7. Tick if this item is to be excluded from any Early Settlement discount.
  8. Click [Save].

 

STEP 2 – Overview of the Table

Part 1

You are now ready to create your table of discounts. This is an overview of the different columns and their role in the table.

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  1. Select the discount Cost Centre Code to be used.
  2. The Sequence of the entries must be added if using more than one line;
    • The Sequence order must be correct for accurate billing;
    • Discounts follow the sort order with 1 being the first line and calculated first
  3. Source of the Discounts;
    • Sibling [Ignore Manual]; would be the most popular selection this will apply the discount to all Students who don’t have a Manual entry in the Sibling Discount tab
    • Manual Student Discount; will apply to all the Students who have a manual entry in the Sibling Discount tab
    • Family Discount; will give one Discount per Family
    • Sibling No Exclusion; will give discount to all Students including those with a Manual entry
  4. Select if this is a Percentage or a Dollar value Discount.
  5. Yr relates to the Year Levels of the Students within the Scholastic Module that are included in calculations for discount;
    • Normally this would be *C but a special Year Level can be created to eliminate Pre School Students or other year levels
  6. The Discount can be based on Campus if Campus is used.
  7. If the Discount is based on a Status enter the code for the Discount;
    • Status is entered in the Scholastic tab of Student View
  8. If a Status in not to be included when calculating the discount enter the Status;
    •  Status is entered in the Scholastic tab of Student View
  9. Siblings; If this line is for Sibling discount enter the values as a % or $ value.
  10. The default is the Oldest child;
    • Normally the oldest child has no discount
    • Youngest would be selected if Associates is used
  11. Exclude Year levels defaults to 0, Yet to come and 99, Left School;
    • Other year levels can be included this will override the selected year level such as *C
  12. Apply to;
    • The default is Charged Value
    • If Balance after Discount is selected this will apply the discount based on the sort order, ie if this line has a sort order or 5 all the discounts from 1 to 4 are taken into account but any line with a sort order past 5 is not included
  13. Round; The default is ‘don’t round’ but you can select to round to the nearest 1, 5 or 10 dollars.
  14. Max All if ticked will give the Maximum Student discount to all Siblings.
  15. If Associates is used then the 1st Child must be calculated as the Youngest, a Status could be used to define these families;
    • Associates need to be entered in the Account master File
  16. Discounts will be based on the Current Year unless Yr Next is ticked;
    • If using Yr next make sure the Housekeeping routine has been run to Update Year Level Next otherwise the discount may not calculate correctly
  17. Terminate; If selected will not allow any discounts to be applied after this line;
    • An example could be where Staff Discount using a Status is applied to this Cost Centre
    • No further discounts in this grid will be applied after this line

 

STEP 3 – Examples of Discount Tables

Example 1 – Primary School Discount

In this Example I have used S for Staff Discount and H for Hardship but any Code can be used, it is advisable to keep a record of the codes so you don’t use them for anything else;

  • Students of a Staff member with a Status of S will receive a 50% discount of this Item, since Terminate is ticked they will not receive the Sibling Discounts
  • Students with a Status of H will receive a 100% discount and Terminate is selected so no other discount will apply

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  1. A sort order has been added so the Sibling discount is calculated last.
  2. Discounts are based on a percentage.
  3. Status codes are entered.
  4. Year *C is used for calculating the Students.
  5. All the values have been entered.
  6. Where Terminate is ticked no other discounts will apply to these lines.

 

Example 2 – Senior School Discount

In this Example I have used S for Staff Discount, H for Hardship and C as a special $ discount, any Code can be used, it is advisable to keep a record of the codes so you don’t use them for anything else;

  • Students with a Status of H will receive the full discount;
    • No other discount will apply regardless of any other Status as Terminate has been selected
  • Students with a Status of C will receive a discount of $50.00;
    • Any Student with both C and H will not receive the $50.00 discount
  • Students of a Staff member with a Status of S will receive a 50% discount;
    • S has a Sort order of 3 and ‘Balance after Discount’ has been selected
    • The Status C has a sort order of 2 so will be calculated before the Staff discount
    • Any Student with a Status of S and C will have the $50.00 C discount applied and then the 50% S discount will be applied to the balance
    • If ‘Balance after Discount has not been selected the Staff member would receive the $50.00 and the full 50% on the billing
    • Because Terminate is selected no further discounts will apply

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  1. A sort order has been added so the Sibling discount is calculated last.
  2. Discounts are based on a percentage and a dollar value.
  3. Status codes are entered.
  4. Year *C is used for calculating the Students discounts.
  5. All the values have been entered.
  6. Balance After Discount has been selected for the Staff discount so any discount prior to this is applied before this discount line is applied.
  7. Where Terminate is selected no further discounts will apply.

 

STEP 4 – Running the Billing with Discounts

Path:               Debtors > Batch Billing View

Once the discounts are entered for all Cost Centres you can continue with the Billing, these are examples only you must follow the billing appropriate for your school.

Create a Billing batch in the usual way and enter an appropriate Description.

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  1. Select the Year Group you are billing or use a Tag Set for selecting Students.
  2. Select the Cost Centre to charge and enter the fee.
  3. Select Discount table.
  4. Click [Begin Charging].

 

Discounts will be applied with the billing.

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Add a New Item and a description and continue with the billing.

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  1. Select the Year Group you are billing or use a Tag Set for selecting Students.
  2. Select the Cost Centre to charge and enter the fee.
  3. Select Discount table.
  4. Click [Begin Charging].

 

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  1. The Staff Discount has been calculated on the balance after the $50.00 discount.
  2. Sibling discounts and the Status C discounts have been applied.
  3. Hardship discounts have been applied.

 

Step 5 – Creating a Charge instead of a Discount

You can add a negative discount that will create a charge based on students.

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  1. Create a Cost Centre to use and attach it to a valid GL Account;
    • Give the Cost Centre a valid name this will show on the Account
  2. Select a Cost Centre o use for the Negative Discount;
    • Select or enter any relevant details
  3. Enter the charges as a Negative Amount;
    • This will create a positive charge
    • The first child is the oldest

 

Create a billing batch in the usual way or use an existing open billing batch, go to the Misc Charges tab.

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  1. Select the year level.
  2. Select to Charge By Student.
  3. Select the Cost Centre.
  4. Enter a token value of $1.00.
  5. Select to use Discount Table.
  6. Select the option of Discount Only;
    • If you do not select Discount Only then all Students will end up with a charge
  7. Click [Begin Charging].

 

The Students will be charged a positive amount based on the Discount Table with the negative amounts.

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