Student Info: Vouchers

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.

Adding Student Vouchers

1. From the Students menu, click Student Info.

Portal

2. On the Search Screen, enter search criteria to locate the student and click Search.

Student Info

3. In the search results, click the student's name.

Student Info

4. Click the Vouchers tab.

Student Info

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.

Student Info

The Voucher Note field can be enabled by the Voucher Note permission via Users > Profiles.

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).

Student Info

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.

Student Info

12. Once saved, you can only edit the End Date of the voucher, which can be useful in making the voucher inactive. You can also delete the voucher if necessary by clicking the delete button (red minus sign).

Student Info

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.

13. Select the Show Inactive Vouchers check box to see all vouchers included those that are no longer applicable (where the End Date has passed).

Student Info