Internal Account Product List
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. From 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. |
| 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. |
| Price | Enter the price of the product. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. From 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. From 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.
