Funding Sources

Creating an Invoice

1. Click the Create Invoice tab to create an invoice for a funding source.

2. Select the Funding Source from the provided pull-down.

3. Select the correct Facility from the pull-down.

4. Enter the Due Date that will be printed on the invoice. The Due Date automatically defaults to 30 days from the current date but can be edited as needed.

Once a Facility and a Due Date are selected/entered, a list of Funding Source Deferrals will generate along with the corresponding Customer names and student IDs, the Invoice Date, Description of the deferral fee, the Authorization Code (if applicable), and the deferral Amount.

The Course Title displays when the setting “Show Course Title” is enabled via ERP > Setup > Settings > Accounts Receivable.

5. Before selecting any of the deferrals, you have the option to edit the Amount. Notice all numbers in the Amount column are underlined in blue; this means the numbers can be edited.

Editing the Amount before creating the invoice will populate on the Receive Payments tab to receive the new amount of payment; however, the remaining amont remains on the Creative Invoice tab. For example, if the original Amount is 45.00 and you change it to 35.00, the remaining $10 will remain on the Creative Invoice tab.

6. You can select one or multiple deferrals or select all deferrals. To select one at a time, select each check box in the first column next to the listed deferral. To select all the listed deferrals, select the check box in the header.

7. If you are creating multiple invoices, it is important to select the Separate Invoices check box; otherwise, all of the selected deferrals will be generated into one invoice. This option is particularly important when the invoice is generated to be printed, as shown in step 11.

8. Add any applicable comment to be printed on the invoice by typing them in the Comments text box and clicking Post.

Funding Sources

9. When all selections have been made, click Create Invoice.

Funding Sources

10. Clicking Create Invoice will generate a print preview. From this screen you have several options including, Rotate clockwise (circular arrow), Download as a PDF (down arrow), Print (printer icon), Fit to page (small inner arrows), Zoom in (plus sign), and Zoom out (minus sign). When finished, click anywhere on the screen. Clicking out of the print preview will navigate to the Receive Payments tab.

Receiving Payments

1. Click the Receive Payment tab to process receiving a payment from a funding source against a recorded deferral.

2. Select a Funding Source from the pull-down.

3. Select a Facility from the pull-down.

4. Select the Invoice(s) created on the Create Invoice tab from the pull-down. Notice you can select multiple invoices.

5. Select the Payment Type from the pull-down, such as Check, Internal Transfer, etc.

6. If a Reference Number is required or has been provided enter the number in the text box.

7. The Payment Date defaults to the current date, to change the date the payment was received, enter the date in the text box provided.

8. If multiple cash drawers have been setup (via Cash Drawer Setup) for the selected Facility, select the correct one from the Cash Drawer pull-down.

Based on the information selected/entered, created invoices will display at the bottom of the screen in the Pending Payments section.

9. Before submitting payments, you have the option to edit the Amount. Notice the number in the Amount column is underlined in blue; this means the number can be edited.

Funding Sources

From the Receive Payment tab, you also have the option to Reduce Deferral--change the amount deferred or Cancel Invoice Line by clicking the corresponding buttons.

10. To reduce multiple deferrals or cancel multiple invoice lines, select all of the desired invoices via the check boxes and click the corresponding buttons at the bottom of the screen. Note: You must have the appropriate profile permissions via Setup > Profiles: Allow Reduce Multiple Deferrals and Allow Cancel Multiple Deferrals.

a. Clicking Reduce Deferral will prompt a pop-up asking: Are you sure you want to clear the following deferred amount? Click Yes to continue or Cancel to return to the previous screen.

Reducing the deferral sends the Amount listed back to the Sales tab of the  Point of Sale screen where the student will be responsible for making the payment.

Focus tracks deferral reductions to ensure receipts are kept static for auditing purposes. When a deferral is reduced after the receipt is made, the reprinted receipt reflects the original deferral amount via Accounts Receivable > Point of Sale.

b. To cancel the created invoice, click the Cancel Invoice Line button. Clicking Cancel Invoice Line will prompt a pop-up asking: Are you sure you want to cancel the following invoice line? Click Yes to continue or Cancel to return to the previous screen.

Cancelling an invoice cancels the entire balance meaning the student and funding source will no longer be responsible for the invoiced amount.

When you select Cancel Invoice Line for select line items, the selected line items disappear from the Receive Payment tab and do not go back to the Sales tab of the Point of Sale screen.

11. To waive multiple deferrals, select all of the desired invoices via the check boxes, then click the Waive Deferral button. To select all, select the check box in the header. Waived payments can be viewed via Point of Sale > Transaction History.

12. To delete multiple invoice lines, select all of the desired invoices via the check boxes, then click the Delete Invoice Lines button. To select all, select the check box in the header.

13. To reprint multiple invoices, select all of the desired invoices via the check boxes, then click the Reprint Invoices button. To select all, select the check box in the header.

14. To receive multiple payments, select all of the desired invoices via the check boxes, then click the Receive Payment button. To select all, select the check box in the header.

Be sure to select the Separate Customers check box to indicate that payment is being received for multiple customers that are not to be grouped together.

15. Clicking Receive Payment will generate a receipt in a print preview. From this screen you have several options including, Rotate clockwise (circular arrow), Download as a PDF (down arrow), Print (printer icon), Fit to page (small inner arrows), Zoom in (plus sign), and Zoom out (minus sign). When finished, click anywhere on the screen. Clicking out of the print preview will navigate to the Receive Payments tab.

When printing is complete, click out of the print preview to return to the Receive Payment tab. Notice that the invoice(s) selected will no longer display.

16. Scroll to the Files and Comments section to attach files and add comments when a funding source, facility, and invoice are selected. The files and comments added here are reviewable in Point of Sale > Transaction History.

a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. Click the Scan File button for direct scanning; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.

b. Post any necessary Comments. The comments left here are for internal use only, meaning only other staff members will have access. Comments will not print on the receipt or be viewable by the customer in any way. To add a comment, simply type the comment in the white text field. Then, click the Post button. Note: Once a comment is posted, it cannot be deleted or edited.

AR Receipt Collected journals recollect monies onto the funding source accounting strip when a funding source internal transfer payment is voided via Point of Sale > Transaction History can be viewed from the Journal Report. When a Funding Source payment is made and the type is Internal Transfer, a set of AR Receipt Collected Journals will be created when the payment is voided. The journal(s) collect the monies back onto the funding source accounting strip. The debit and credit accounts inverse the AR Receipt Voided journal.

Funding Sources

1. To setup the appropriate Funding Sources, click the corresponding tab.

On this screen you will see Funding Sources that have already bee set up. Depending on your profile permissions, you will see the delete button (red minus sign) next to each funding source and have the option to edit select fields.

2. Be sure to select the correct fiscal year from the pull-down; the year will default to the current year.

3. If changes are made to existing funding sources, the changes made will save automatically. Click the fileds that are underlined in blue to edit the information. You can also select a different Customer, Financial Aid Code, etc, from the corresponding pull-downs. The fields that display a check box can be cleared if needed.

Funding Sources

4. To add a new funding source begin by entering the Name in the text box of the first row.

Funding Sources

5. Next, select the Customer that should be linked to the Funding Source.

6. If the Funding Source should be included on 1098-Ts, select the check box.

7. Select the 1098-T Box 1 check box to flag a funding source for 1098-T box 1. The amount in box one reflects the amount minus the amount paid on the funding source from the first amount.

Funding Sources

8. Select the correct Financial Aid Code that pertains to the Funding Source, such as Pell Grant, Workstudy, etc.

9. If there is an Adult Fee Status that pertains to the Funding Source, select the correct one from the pull-down.

10. Select the Debit Account and Credit Account for the Funding Source. For example, Cash and Revenue.

If Individual Debit/Credit Accounts is not enabled via Setup > Settings > Accounts Receivable > Funding Sources section, you will not see the Debit Account or Credit Account fields.

11. Next, select the correct accounting strip that should be associated with the funding source; such as the Fund, Facility, Internal Account, and Internal Project pull-downs. Note: The elements displayed here vary depending in the district.

12. Select the Active check box to make the funding source available via Point of Sale. Note: If the Active check box is not selected on a funding source, it will not be available for selection in Point of Sale. If the funding source is used for automated vouchers, then deferrals based on vouchers from that funding source will also be disabled.

13. Enter a Fixed Discount amount and/or a Percent Discount so the total cost of the amount due is discounted.

Funding Sources

14. If there is a Limit that should be attributed to the Funding Source, enter the number in the text box. Otherwise, enter 0.00.

Funding Sources

15. When all information has been entered, click into any of the fields and press Enter to save the line of data. When saved, the line will turn blue and a delete button (red minus sign) will display next to the funding source.

16. Once the funding source is saved, you can select the Voucher check box to specify the sources that are available for vouchers. Flagging a Funding Source as a voucher allows you to identify sources that can automatically defer the cost of funding sources when the student is billed.

Funding Sources

Voucher Sources need to be specified on Template Fees that are to be used for billing (SIS > Billing). If using a district template (SIS > Billing > Manage District Fee Templates), multiple Voucher Sources can be selected for multiple facilities. When the district template is pushed out to the schools, only the Voucher Sources that are applicable (based on the Funding Sources’ accounting strips) will apply to school-specific fees via the school-specific fee template.

Outside Overage Checks

1. To record Outside Overage Checks, select the corresponding tab.

Once selected, the screen displays all existing records outside overage checks. Depending on your profile permissions, you will see the delete button (red minus sign) next to each record and have the option to edit select fields.

2. If changes are made to existing records, the changes made will save automatically. Click the fileds that are underlined in blue to edit the information. You can also select a different Funding Source from the corresponding pull-down.

3. To add a new record, start by selecting the Customer from the pull-down.

4. Select the Funding Source from the corresponding pull-down.

5. Enter the Check # from the check issued to the customer in the provided text box.

6. Enter the Check Amount of the check issued in the text box provided.

7. Enter the Check Date for the date the check was issued.

8. When all information has been entered, click into any of the fields and press Enter to save the line of data. When saved, the line will turn blue and a delete button (red minus sign) will display next to the recorded overage check.

Outside Disbursements

1. To record Outside Disbursements, select the corresponding tab.

Once selected, the screen displays all existing records outside disbursements. Depending on your profile permissions, you will see the delete button (red minus sign) next to each record and have the option to edit select fields.

2. If changes are made to existing records, the changes made will save automatically. Click the fileds that are underlined in blue to edit the information. You can also select a different Customer or Funding Source from the corresponding pull-downs.

3. To add a new record, start by selecting the Customer from the pull-down.

4. Select the Funding Source from the corresponding pull-down.

5. Enter the Disbursement Amount in the text box.

6. Enter the Disbursement Date in the provided text box.

7. When all information has been entered, click into any of the fields and press Enter to save the line of data. When saved, the line will turn blue and a delete button (red minus sign) will display next to the recorded outside disbursements.