Student Vouchers allows users to set an amount and percentage to be deferred from the cost tier set on the fee template when purchasing classes, invoicing, etc.
1. In the Students menu, click Student Info.
2. On the Search Screen, enter search criteria to locate the student and click Search.
3. In the search results, click the student's name.
4. Click the Vouchers tab.
5. Select the Voucher Funding Source from the pull-down to apply a setup voucher to the student upon purchasing classes and/or optional add-ons.
6. Enter additional notes for the voucher in the Voucher Note text box.
The Voucher Note field can be enabled by the Voucher Note permission via Users > Profiles > Students tab.
7. Enter the Amount of the voucher in the provided text box. If amount is set, the voucher will defer the dollar amount from the cost tier set on the fee template.
8. Enter the Percentage of the voucher in the provided text box. If Percentage is set, the voucher will defer the percentage amount from the cost tier set on the fee template.
If Amount and Percentage is used, the voucher will defer the percentage amount first then the amount from the cost tier set on the fee template.
See the following help documents for more information: Cost Tier Setup and Manage District Fee Templates or Manage Fee Templates.
The system preference must be enabled for the Percentage column to display: Enable Student Percentage Vouchers via Setup > System Preferences > Default School Preferences > Billing tab.
9. Enter the Max Amount for the maximum amount of money that can be used during the voucher period. This applies to the funding source as a whole for the student (i.e. it includes deferrals made manually for the funding source not through vouchers).
The system preference must be enabled for the Max Amount column to display: Use Max Amount on Vouchers via Setup > System Preferences > Default School Preferences > Billing tab. When Use Max Amount on Vouchers is enabled, you cannot split allocations into two invoices when a voucher does not cover the entire service period. The one cost tier used will be the student’s applicable tier when a voucher is present.
10. Enter the Start Date and End Date to define a time range for when the voucher will be applicable.
Vouchers work for Flat Fees and Hourly Fees, as well as Daily fees which can be set up on the fee template screens, such as Manage District Fee Templates or Manage Fee Templates.
Flat Fee: Any overlap of the dates and the amount and percent apply once
Hour Fee: Multiply voucher by the hour. For example, 5 hours per day X 5 days X voucher amount $5 = a discount of 25 per day on days that overlap with the voucher time period.
The Bill Per selection (Day, Flat Fee, Hour) on the Fee Template will determine how the voucher is applied.
If a student purchases more than one item from the same fee template, the voucher will apply to each line item in the invoice.
11. Press the Enter key to save the voucher data.
12. Once saved, you can only edit the End Date of the voucher, which can be useful in making the voucher inactive. You cana also edit the Voucher Note.
13. Click the delete button (red minus sign) to delete a voucher.
Vouchers are calculated against each allocation on an invoice, while considering the max amount. Vouchers are then sorted in descending order by greatest amount used and applied in that order to each allocation when applied via Student/Parent Portal > Purchase & Pay.
14. Select the Show Inactive Vouchers check box to see all vouchers included those that are no longer applicable (where the End Date has passed).
The ability to use student vouchers and add notes can be enabled via Users > Profiles > Students tab > Vouchers and Voucher Notes.
The Use Student Vouchers setting needs to be enabled in order to assign student vouchers. The setting is enabled via Setup > System Preferences > Default School Preferences > Billing tab.
Vouchers are set on the following screens:
- ERP > Accounts Receivable > Funding Sources > Funding Sources tab
- SIS > Billing > Manage Fee Templates, Manage District Fee Templates, Manage Individual Fees, and Manage Limited Fees
- SIS > Scheduling > Classes for Sale
- SIS > Billing > Product List
- ERP > Accounts Receivable > Product List and Internal Account Product List
The Max Amount field treats the vouchers as a lump sum.
If the Disable Auto-Defer Voucher system preference is not enabled, then the deferral is created automatically as soon as the student is billed. If the preference is enabled, the deferral is created once the student confirms their registration through Student/Parent Portal > Purchase & Pay.. The Disable Auto-Defer Voucher setting can be enabled/disabled via Setup > System Preferences > Default School Preferences > Billing tab.
A voucher cannot start in the past.
Reauthorization is not required to apply a voucher.
A voucher can be deleted if it was never applied. Applied vouchers cannot be deleted.