The download/upgrades section of the Human Edge Website allows schools access to the latest version of our Administration, Timetabling and Payroll software packages, and provides a convenient way for all schools to keep quickly up to date. Free access to these areas is limited to schools that participate in our Service & Support programs. To improve security we will be introducing new passwords to the downloads section of the website for each package. These passwords will be updated regularly and at random with all members of the Service & Support program notified via e-mail prior to the change.
All current members of the Service & Support program will receive an email early next week containing the new password. If you have an unpaid, overdue Service & Support renewal or are not a member of the program you will not receive the password. Please check your status to ensure that you have uninterrupted access to the latest software. If you have any concerns and want to check your status simply use the link below to email us.
How do I refund money to a person (or in SAS2000 language a Contact)?
In order to explain how to refund money to a contact we will use the following scenario as an example:
A family has paid for the full year's tuition and then have decided to leave the school part way through the year so you need to refund them part of the money they have paid.
Step 1
To refund the money you need to enter a refund as the first step:
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Go to FEES>BILL ITEMS
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Set up a Bill Item for each of the items you need to refund, pointing to the GL Income Code the original fee would have been put to
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Now go to FEES>BILLS and create a negative bill using these Bill Items for the amount that is being refunded
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Step 2
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Go to RECEIPTS and create a zero value receipt for the contact
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Mark off the credit bill on the MATCHED tab
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Go to the SUNDRY tab and put the positive amount to a Clearing Account
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Step 3
Now you need to put in an entry to pay the money back to the contact. If you are writing a cheque to refund the money:
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Go to GL>WRITE CHEQUES
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Key in the contact's name as the payee and put the Clearing Account Code in the body of the payment
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If you are electronically refunding the money:
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Go to GL>MAKE WITHDRAWALS
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Key in the contact's name as the payee and put the Clearing Account Code in the body of the payment
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This process corrects the information in the General Ledger income accounts, shows the refund on the contact's record, and pays the money out of the bank account.
If you wish to bypass steps 1 and 2 you can but this will give you no record on the contact's account as to what has happened. If you decide to do this then at Step 3 you would take the money from the Income Accounts rather than a Clearing Account.
Example:
Joe Bloggs has paid his full fees for the year comprised of School Fees $1200 and Family Fee $100. Joe's family transfers interstate half way through the year so half the fees that he has paid need to be refunded, i.e. $600 for School Fees and $50 for the Family Fee.
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In FEES>BILL ITEMS set up 2 fees:
Refund-School Fees pointing to the GL Account for School Fee and Tax Code of FRE
and
Refund - Family Fees pointing to the GL account for Family Fees and Tax Code of FRE
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Go to FEES>BILL
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Add a new bill for Joe Bloggs.
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Drag the REFUND-SCHOOL FEES item across to the BILL DETAILS area
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Right click on it to bring up the BILL ITEM DETAILS form
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Key in the amount as -$600 (Note: negative $600)
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Drag the REFUND-FAMILY FEES item across to the BILL DETAILS area
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Right click on it to bring up the BILL ITEM DETAILS form
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Key in the amount as -$50 (Note: negative $50)
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SAVE and POST the bill
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You now need to:
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Go to RECEIPTS>RECEIPTS and add a new receipt for Joe Bloggs
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Receipt amount is zero
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Go to the MATCHED tab and mark off the Refund Bill
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Go to the SUNDRY tab and select the Clearing Account
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Enter the positive of the amount that is being refunded, i.e.$650, and a Tax Code of Blank
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SAVE and POST the receipt
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To complete the refund, if you are refunding the money as a cheque:
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Go to GENERAL LEDGER>WRITE CHEQUES
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In the Payee field type in Joe Bloggs and set the amount to $650
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In the body of the cheque select the clearing account and enter the amount as $650. The Tax Code is Blank.
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SAVE and POST
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If you are refunding the money as an electronic payment:
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Go to GENERAL LEDGER>MAKE WITHDRAWALS
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In the Payee field type in Joe Bloggs and set the amount to $650
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In the body of the cheque select the Clearing Account and enter the amount as $650. The Tax Code is Blank.
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SAVE and POST
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"The best memory is that which forgets nothing, but injuries. Write kindness in marble and write injuries in the dust."
Persian Proverb
Regards,
Heather McKay
Human Edge Software
Phone: +61 3 9690 5004
Fax: +61 3 9690 2802
Email: sas2000@human-edge.com.au
Human Edge adheres to a policy of not sending unsolicited (SPAM) e-mail. You are receiving this e-mail because you are listed as a contact for a product or service that our organisation provides or have requested that this service be activated for you. If you are receiving this message in error or wish to have our records changed please advise us via return e-mail or call us on +61 3 9690 5044
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