💳Fees & Payments

What will we cover?

In this meeting, we will demonstrate how to perform key financial actions within the SchoolsBuddy Fees module. Additionally, we will illustrate how fee-related data is presented within the system and explain the relationships among Charges, Adjustments, Payments, and Transfers Out. This session aims to equip you with the necessary skills to effectively manage financial transactions within SchoolsBuddy.

SchoolsBuddy Fees Module

Overview

• Summary Summary page provides an comprehensive overview of the fees associated with your SchoolsBuddy account, which includes charges/ payments/ corrections/ discounts/ refunds. Additionally, you can conduct the following actions in this page: — Adding & Removing a Charge — Chasing Overdue Payments (per group)

• Student Accounts Overview Student Accounts Overview provides detailed transactions records for each student.

• Wallet Accounts Overview Wallet Accounts Overview provides detailed transactions records for each parent. In SchoolsBuddy, student accounts don't have a wallet while their parent's accounts do. Refunds will be shown as credit in SchoolsBuddy wallet once issued.

• Voucher Accounts Overview Voucher Accounts Overview provides detailed transaction records for each parent. The voucher wallets are designed to accommodate overdrafts if necessary. This feature is primarily utilized by UK schools managing childcare services through government vouchers.

• Reports We provide many fee-related reports designed to facilitate accurate recording and reconciliation. These reports offer insights into financial transactions, aiding in effective financial management.

Charges

• Container Charges | Preference-Based & Instant Book container Charges can originate from either preference-based container fee generation or instant book container bookings.

• Simple Charges | Summary Simple charges can be added from the Summary page — Adding A Charge 🎬

• Complex Charges | Quick Charge Charges involving multiple students or varying amounts are recommend to be added via Quick Charge process. — Quick Charge Process 🎬

Payments

• Monies Received Monies Received page provides detailed information on payments made to your SchoolsBuddy account, including those processed through the integrated payment gateway, manually recorded payments, and SchoolsBuddy credits.

• Record Payments When payments are made outside of SchoolsBuddy (not by integrated payment gateway), you have to manually record the payments. — Manually recording a Payment 🎬

Adjustments & Refunds

• Mass Adjustment by Student & Mass Adjustment by Group Adjustments are made when there are changes to charges, such as discounts, cancellations, or refunds. You can adjust the charges by individual students or by groups. — Mass Adjustments and Mass Discounts

• Refund SchoolsBuddy refunds are issued as credits in the parent's SchoolsBuddy wallet. These credits function as virtual funds available for future use. See our Refunds and Credits Process Overview help guide for more information. (Note: If the school needs to return the credits to the parent, you need to withdraw credits from parent's wallet and return the amount back via original payment method. — Refunding Money Back to the Original Payment Method)

Who should attend?

Finance Team

Activities Team (Optional)

Tutorials for reference: