Debtors - Other Debtors - how to set up e.g. Hall hire etc - Freedom Schools only

If you wish to set up a Debtors that does not have children at the school for example:

Hall Hire, or expenses you need to recover the money for and create and invoice.

Step 1 : Check to see you have a code 98 setup for Other Debtors as per example below:

Path:               Scholatics > System Functions > Year Level Descriptions

Step 2:  In  Spider >Setup & Utilities > Freedom Student & Caregivers Management

 Note:  You will need to have the security to be able to do this.  See your IT Security person if you do not have permission to do this.

Step 3:  Adding a new Student

1. Click on [Add New Student]

2. [Legal Surname] type in name to use

3. [Preferred Surname] type in name to use

4. [Legal Given Name] type in or put a [dot]

5. [Date of Birth] select todays date

6. [Student Key] type in ZZ*** what you would like to use - if you forget to do this do a replacement on the Studkey after

7. [Save Student]

 Step 4:  Caregivers tab

 1. Select [Caregivers]

2. [Surname] type in surname

3. [Given Name] if required or put in a .

4. [General Email] 

5.  Select [Same as Gen. Email] 

6.  [Address Title] type in 

7. [SAVE CAREGIVERS]

 Replacing Famkey Note:  If you wish to use a Family Key of ZZ- before the name you will have to change the Family key by the following:

1.  [Select/Replace FAMILY unit] 

2. Select [Replace Famkey Only]

POPUP:

1. The current family key is DEPAR01

2. [New Value] type in the new name e.g. ZZDEP01

3. Select [Validate and Save] this will check that this FamKey has not been used elsewhere if it has you will have to change your key e.g. ZZDEP02  

Step 5:  Addresses/roles 

1. Select [Addresses Roles]

2. Place a tick in [Account]

3. Type in [Family Address Title] the name of the company

4. Type in the Address Fields

5. [SAVE ADDRESS}

Step 6:  Communication

1. Select [Communication]

2. Check the correct caregiver

3. in [Financial Accounts Address] select the address from the drop down

4. [Acc Active Recipient] place tick in here for them to receive a copy of their statement.

5.  [Save Communication]

Step 7:  In Back Office - invoice out as per usual

Or by Invoice view if a one off invoice.

 1.Select [ Invoice View]

2. Select the [Student Key] e.g. ZZDEP01

3. Under [cost centre] – select your code

4. Under [Gross] enter amount

5. [SAVE]

Step 8:  Print Invoice

Path:  Debtors > Account Printing

 And select the Debtor you wish to send an invoice too – as per usual steps to print.