The Internal Account Product List contains a list of all goods and services available for purchase. Item descriptions, cost strip allocations, and prices can all be managed here.
Users with applicable accounting strip permissions set via Setup > Accounting Strips have access to products associated with all facilities.
1. In the Accounts Receivable menu, click Internal Account Product List.
2. In the blank row, enter the product's information.
| Field | Description |
|---|---|
| Item # | Enter the item number for the product. |
| Description | Enter a description of the product. The description will display on the Student Billing screen for administrators and in the Shopping Cart on the Purchase & Pay screen for students, parents, and employees. |
| Price | Enter the price of the product. |
| Service | Select the Service check box if the item is a service not a product. |
| Invoice Debit and Invoice Credit | Select the applicabl debit and credit account from each pull-down. |
| Receipt Debit and Receipt Credit | Select the applicabl debit and credit account from each pull-down. |
| 1098-T | Select this check box if the product is eligible to be included in tuition and payments on 1098-T forms for students. |
| Discount Does Not Apply | Select this check box to ensure that created discounts (Billing > Manage Discounts) cannot be applied upon purchasing said product/service. This field displays when the setting Enable Discounts in Purchase & Pay is enabled via Setup > System Preferences > School Preferences/Default School Preferences > Billing tab. |
| Active | Select this check box if the item is currently active and can be purchased by parents or employees. If the item is not currently a product that is available for purchase, leave the check box unselected. |
| Taxable | Select the check box if the product is a taxable item. Focus will automatically calculate the sales tax when the product is billed to the parent or employee. |
| Donation | Select the check box if the product is a donation. The parent or employee can designate the amount of the donation. |
| Pay At Facility Only | Select the check box if the product is available for purchase in person at the facility only. This will prohibit users from purchasing the product via Purchase & Pay. When users try to add the product to their cart, the following Warning message displays: "Selection has been disabled for this Product. Credit Card Payment is not enabled, please pay with Cash or Check at your school site." If enabled, invoices involving this item will also have to be paid on site; when attempting to pay the invoice the following Warning message displays: "Selection has been Disabled for this Invoice Credit Card payment is not enabled for this Invoice/Fee, please pay with cash or check to the school site." |
| Show in Shopping Cart | Select the check box to make the product available in the Shopping Cart on the Purchase & Pay screen for students and parents. |
| Show in Employee Shopping Cart | Select the check box to make the product available in the Shopping Cart on the Purchase & Pay screen for employees. |
| Show in Community Shopping Cart | Select the check box to add the product to be purchased by community members using the district /Community URL provided to customers, such as county.focusschoolsoftware.com/focus/Community. This check box should be selected to enabled the Community Shopping Cart in order for community members with no relationship to employee, parent, or student, such as prospective employees, to purchase items. The Community Shopping Cart mirrors Purchase & Pay where customers will be prompted to select a School, then can add items to their shopping carts and check out. |
| Shopping Cart Description | Click Edit. In the CKEditor, add an image or enter additional description that will display to the student, parent, or employee in the Shopping Cart. |
| Auto Pay | Select the check box for any items that should be automatically charged to the Student or Parent on the applicable due date. Parents and students are charged using saved credit cards in their Wallet; if a card hasn't been saved or is invalid, the payment will not be processed and the outstanding balance will remain on the account. The Auto Pay feature is linked to the scheduled job called Autopay Invoices, which needs to be configured to run nightly to ensure that Auto Pay Invoices are automatically charged. See Scheduled Jobs for more information. |
| Voucher Sources | Select the vouchers that can be used for specific products upon purchasing products. Student vouchers are added via Students > Student Info > Vouchers tab and depend on the System Preferences enabled via Default School Preferences > Billing tab. |
| Merchant Account | Select the Merchant Account from the pull-down to assign a designated merchant account to the specific product. This pull-down can be made available by enabling the "Allow Individual IA Product List Merchant Accounts” setting and following the necessary steps described in Setup > Settings > Internal Accounts. |
| Warehouse Type | Select the Warehouse Type from the pull-down to determine the type of warehouse product set via Warehouse > General or Internal General. |
| Accounting Strip (Fund, Function, Facility, etc) | Select the elements that make up the applicable accounting strip that should be linked to the product from each pull-down. The elements displays here vary by district. |
| Percentage | Enter the percentage that applies to the select accounting strip. The product can be split between two or more accounting strips if needed. For example, a product could be split 50% and 50% between two accounting strips. |
3. Press Enter to add the row.
The row turns yellow to indicate the row was added to the table.
4. Click Save to complete adding the product.
1. Enter the product or locate the existing product, then edit the Percentage, as needed. The example used is splitting the allocation of a product 70/30 between two accounts.
2. Click the green plus sign to add another account to the product.
3. Select the second account from the pull-downs displayed below the initial account.
4. Enter the Percentage of the second account, such as 30%.
5. Click Save.
1. In the Accounts Receivable menu, click Internal Account Product List.
2. Edit a field for a product as needed.
The field will turn yellow to indicate a change has been made.
3. Click Save to complete the edit.
1. From the Accounts Receivable menu, click Internal Account Product List.
2. Click Mass Update.
3. In the pop-up window, select the Column and enter or select the Value.
4. Click Update.
The selected column is updated for all products in the list, and turns yellow to indicate a change has been made.
5. Click Save to complete the mass update.
1. In the Accounts Receivable menu, click Internal Account Product List.
2. Click the delete icon next to the product to delete.
3. Click OK in the confirmation message.
The row is grayed out to indicate that this row will be deleted.
4. Click Save to complete deletion.
1. From the Accounts Receivable menu, click Internal Account Product List.
2. Click Import.
3. Search for and select your CSV file. Click Open.
Ensure there are no blank lines of data in the CSV file as this will cause complications in your upload.
4. From the Import CSV pop-up window, you must verify that each pull-down is matched correctly.
5. Click Import CSV to import the accounts.
Imported data displays in the applicable table.
