INTRODUCTION:
PCSchool now is integrated with FACTS to allow your Debtor processing to be done by FACTS – please see the Brochures about FACTS and contact them for further information.
FACTSmgt.com.au | sales@unilink.com.au | 1300 FACTS1
- Configure FACTS within Spider
- PCSchool - FACTS Management
- Setting up FACTS ID /Code Export
- Family Details Export
- Student Details Export
- Transaction Details Export
- Special Import [FACTS to Pcschool]
- Setup Linked Cost Centres
1. Configure FACTS within Spider
You will need to have the appropriate security to setup FACTS
Setup and Utilities>Portal Administration> Configuration & Customise > Configuration
| 1. | [Configuration Group] – select from drop down [use this section to configure the FACTS integration settings] |
| 2. | [FACTS_URL] - Unique URL for the school for payment management screen |
| 3. | FACTS_SPLITFAMILYYEAR] - To specify which year levels to be included when considering split families. Note: Split families will NOT be included in the export by default. If you require them to be included, add the year level you are using for them. By default, PCSchool assigns them to year 99. |
| 4. | [FACTS_VALIDYEARS] - Leave blank or provide pipe separated year levels. Only students in those year levels will be considered in the export. If blank, All current students will be included (*C) |
| 5. | [FACTS_IMPORT_COSTCENTRE] – facts Payment Managementt FACTS SPECIAL IMPORT COST CENTRE code |
| 6. | [SAVE] |
2. FACTS MANAGEMENT SCREENS
Log into your PCSchool - Spider
Path: Finance > Financial > FACTS Integration
Note: This is a security enabled web control. If the control is not visible in the Spider menu, it could be the logged in user may not have the security permission. Please contact your school’s IT administrator to add this control to the user’s security. If you are the IT administrator, please refer this page for how to add the security.
| 1. | [Student Years Included] If blank in your setup this will show [ 0] or your year levels selected [Split Year] will show your split years |
| 2. | [Export Based on] Select the option whether the export is based on the Current Year or Student Year-level Next if billing before the rollover |
3. Setting up FACTS ID | Code Export
[FACTS ID] - enter FACTS ID provided by Facts
[[Actions] - Save
[Export Codes] saves the year level you currently use in a .csv file
[Item]- save a list of your cost centre used as a .csv file
4. Family Details Export
[Select New or Previous File] from the dropdown:
- [Generate New CSV]
- [Generate New CSV (all records then)
- Click on [Download] - Generate file contains all records
Note: To Re-generate a previous file- select a previous file from the list and [Download]
Note: If the [Check invalid records] is selected, clicking ‘Download’ button will give a list of invalid
records. Once fix it, then proceed with actual download.
Note: Family records are based on Account Owner (PCSchool Scholastic > Address > Account > Owner). Make sure that the owner information is up-to-date before proceeding with the download.
5. Student Details Export
[Select from the list – New or Previous file] select from dropdown file required
- [Generate New CSV]
- [Generate New CSV (All Records)]
- Click on [Download] -creates a file containing all records
Note:To Re-generate a previous file- select a previous file from the list and [Download]
6. Transaction Details Export
[Select New or Previous file]
Select from the drop down select file required - [Generate New CSV] or [Generate New CSV (All
Records)]
[Transaction Type]
Select from the drop down – what you wish to download:
[Invoice & Sundry]
[Invoice only]
[Sundry Debtors only]
Click on [Download] -creates a file containing all record
Note: To Re-generate a previous file- select a previous file from the list and [Download]
*Note:
- The records in the csv are flagged in the database, hence next time when you
download the file, only the remaining records will be included in the csv file.
Previous files are shown in the drop down list.
7. Special Import [FACTS to PCSchool]
[Select File] select the file to import from FACTS
[File Transaction Type] select the type of file to import Invoice / sundry Debtors
[Default Cost Centre] select the cost centre you wish to use from the drop down
[Enter Batch Description] for your information
[Action] select [Process] when information above correct
8. Setup Linked Cost Centres
Path: Finance > Financial > Cost Centres
To have same Account ID for multiple items, link them in this web control, so the main account id will
be used in the export file
Select main account from the drop down, then tick the cost centres to be linked to the main account
and the changes gets saved automatically.
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