Applying automatic charges

Use the Debtor Automatic Charges program to select a group of students from your organisation and charge them all the same fee for a particular activity.

Note: This is quicker than entering the same information for individual students. See Entering debtor charges for allocating ad hoc charges to individual students.

The student group can be made up of any students. For example, you could select all year 8s, students in year 9 Briggs house and apply only one charge per family if you want.

Important: Make sure that no one else is running the automatic charges program at the same time as you are. If more than one person tries to run automatic charges, internal conflicts occur and an error is displayed.

Summary of process

There are several steps involved in creating automatic charges.

Using the Debtor Automatic Charges - Selection Screen, select the group of students to charge. Make sure To be Charged is selected. See Selecting groups of students to charge.

Tip: You may want to select a group of students but exclude a small number. For example, Year 9 might be going to camp but some students are unable to attend. Still select all Year 9 students on this window as you will have the opportunity to exclude individual students in the next window.
Click .
The Debtor Automatic Charges window is displayed.
Exclude individual students from the group, if required. See Manually selecting students to charge.
At this point, you can either:
• create a posting for the students you have selected
• return to the selection window to select more students to add to the list.
To add more students to the list, click .
The Debtor Automatic Charges - Selection Screen window is redisplayed.
Repeat from step 1, for each group of students to be selected.

Tip: If you want to add a small number of students to the list, you can select the large group that they belong to and select Not to be charged. The students you have selected are displayed in the Not to be processed pane of the Debtor Automatic Charges window. You can then select the individual students from the list and clickto include them in the list of students to be processed.
Once you have selected all the students that the charge applies to, click . See Creating automatic charges posting.

Opening the Debtor Automatic Charges window

To open the Debtor Automatic Charges window:

Select Module > Debtors > Automatic Charges from the main menu.
Tip: You can also access the debtor functions by clicking .
The Debtor Automatic Charges - Selection window is displayed.
Make your selections. See Selecting groups of students to charge.
The Debtor Automatic Charges window is displayed.

Debtor Automatic Charges window key fields and buttons
Buttons

Button	Description
	Move all student selections in the left-hand pane (Not to be Processed grid area) to the right-hand pane (To be Processed grid area).
	Move the selected students from the right-hand pane to the left-hand pane.
	Move the selected students from the left-hand pane to the right-hand pane.
	Move all student selections from the right-hand pane to the left-hand pane.
	Add more students to the list. See Selecting groups of students to charge.
	Begin your charges posting. See Creating automatic charges posting.
	Clear all the current selections from the window. The following dialog is displayed. Either click: to confirm clearing the selections. to continue editing the current selections.
	Close the Debtor Automatic Charges window. If there are any unprocessed selections, the following window is displayed. Either click: to confirm exiting from the window. to continue editing the current selections.

Grid area fields

Field	Description
Student	Student's name and year level.
Cmps	Campus the student is attending.
Level	Year level.
ID	Synergetic ID for the student.