Workbook - Fees Collections

Engage Training Workbook
Fees Collections
Important
Please be aware that the course is designed to equip you with the skills to effectively manage this area of the system. It is
important that you allow sufficient time and resource to implement the setup after the training has taken place. In many
cases this will need to be completed before progressing to another stage of the system.
Contents
Introduction to Fees Collections Page 3 View Account Details Page 18
Introduction to Workbooks Page 4 Print Deposits Held Page 19
Post Receipts & Refunds Page 5 Accounts Health Check Page 20
Create Quick Receipts Page 6 Print Statements Page 21
Receive or Refund Deposits Page 7 Print Aged Debtors Report Page 22
Post Batch Cheques Page 8 Aged Charges Report Page 23
Edit DD Schedule Page 9 Manage AUDDIS Transactions Page 24
Create DD Submissions Page 10 Create AUDDIS Submission Page 25
Post DD Submissions Page 11
Match Unallocated Payments and Invoices Page 12
Daily Collections Report Page 13
Analyse Charges Page 14
Analyse Invoices Page 15
Analyse Receipts Page 16
View Transaction Details Page 17
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2
Introduction to Fees Collections
Component/Screen Purpose Specific
What is the purpose of this course? Resources/Information
Required
To train users in processing payments received by various
methods – cash, cheques, bank transfers etc.
Details of the different methods

Who the course is aimed at? Enter details of payments and update the individual
of payments the School accept
Staff from the School’s finance office responsible for the Entering and processing accounts.
(cash/cheque/bank
day to day maintenance of the Sales Ledger and entering receipts
transfer/direct debits/card
details of all payments received. Print/email receipts, if required.
payments).
What is the recommended course Receiving / Refunding Pupil Enter details of deposit payments/refunds to update Individual pupil deposit
length? Deposits the individual accounts. information.
½ - ¾ Day (3-4 hours)
Analysis Charges / Invoices /
Review and report on selected criteria.
Receipts
Are there any prerequisites?
Pupil and Contact records need to have been set up in the
Core Module.
Fees Setup must have been completed. View Sales Ledger Accounts View the full details for an individual account.
Fee Templates need to have been agreed and created by us
and uploaded to the School’s server
Staff using the Fees module must be assigned an
Produce Statements Print individual or a selection of statements.
appropriate role i.e. fees admin, bursar, administrator and
the enhanced security have been correctly set.
Ability to create a dummy database.
Link with the Accounting system if using Double First Debtor Management
Run the Age Debtors report for selected criteria.
Accounts (maybe on a different server and need Reporting
permissions set correctly to grant access). Also link details
for other Accounts systems if these are compatible (e.g. Assess your understanding and give feedback
Sage).
Assessment/Feedback
3
Introduction to Workbooks
The Engage Training Workbook contains key screen shots and descriptions
of each of the available functions within Engage.
The purpose of this Workbook is:

To complement the training you will receive
To allow you to highlight and annotate key areas of Engage
To allow you to take notes during your training
To allow you to refer to this document for information and guidelines when required in the future
In preparation for the training, it is expected that the customer will:

Provide a suitable training environment with no distractions
Provide a computer with access to the latest version of the software
Have fulfilled the appropriate prerequisites as detailed in the Course Content Guide
Bring the appropriate resources and information as detailed in the Course Content Guide
Arrive at the training session punctually and be available for the full length of the course
4
Fees > Collections > Post Receipts & Refunds
Enter here payments / refunds for invoiced items or to create payments on account.
Notes
5
Fees > Collections > Create Quick Receipts
Enter in here payments received for which no invoice has been raised, such as registration fees or cash sales.
Notes
6
Fees > Collections > Receive or Refund Deposits
This screen is used to record deposits that are not processed via the fee invoice
Notes
7
Fees > Collections > Post Batch Cheques
This allows cheque payments that have been collected over a number of days to be posted, to reflect the fact they have now been taken to the Bank
Notes
8
Fees > Collections > Edit DD Schedule
This screen allows you to amend (add, adjust or delete) records in the Direct Debit Schedule.
Notes
9
Fees > Collections > Create DD Submissions
Here you create the Direct Debit file for onward submission.
Notes
10
Fees > Collections > Post DD Submissions
This screen is used to update accounts once the Direct Debit payment has been confirmed. N.B. process any rejections first!
Notes
11
Fees > Collections > Match Unallocated Payments and Invoices
This is used to match receipts to invoices when the account balance is zero.
Notes
12
Fees > Collections > Match Unallocated Payments and Invoices
This is used to match receipts to invoices when the account balance is zero.
Notes
13
Fees > Sales Analysis > Analyse Charges
This allows you to make a selection of the charges you wish to review. It can also be used to assist with Credit Control, when used with the Mail Merge facility.
Notes
14
Fees > Sales Analysis > Analyse Invoices
You may review invoices here.
Notes
15
Sales Analysis > Analyse Receipts
Here you may review receipts
Notes
16
Fees > Sales Analysis > View Transaction Details
You can view all transactions and identify who made the posting
Notes
17
Fees > Sales Analysis > View Account Details
This screen allows you the review the selected Parent/Customer Account
Notes
18
Fees > Sales Analysis > Print Deposits Held
This screen enables you to create a listing to show who has / has not paid a Deposit
Notes
19
Fees > Sales Analysis >Accounts Health Check
This is s system utility that should be run periodically. If there is ever an issue you will get a RED Conflict warning, you will need to contact Double First via the Support Centre, to resolve the matter.
Notes
20
Fees > Debtor Management > Print Statements
This screen allows you to select those customers you wish to send a statement.
Notes
21
Fees > Debtor Management > Print Aged Debtors Report
This screen allows you to select the criteria needed for your Aged Debt reporting
Notes
22
Fees > Debtor Management > Aged Charges Report
This screen enables you to produce a report by charge item outstanding.
Notes
23
Fees > AUDDIS > Manage AUDDIS Transactions
This screen allows you to manage the AUDDIS transactions
Notes
24
Fees > AUDDIS > Create AUDDIS Submission
This screen is used to create the AUDDIS submission file.
Notes
25

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Workbook - Fees Collections

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Engage Training Workbook

Introduction to Workbooks Page 4 Print Deposits Held Page 19

Post Receipts & Refunds Page 5 Accounts Health Check Page 20

Create Quick Receipts Page 6 Print Statements Page 21

Receive or Refund Deposits Page 7 Print Aged Debtors Report Page 22

Post Batch Cheques Page 8 Aged Charges Report Page 23

Edit DD Schedule Page 9 Manage AUDDIS Transactions Page 24

Create DD Submissions Page 10 Create AUDDIS Submission Page 25

Post DD Submissions Page 11

Match Unallocated Payments and Invoices Page 12

Daily Collections Report Page 13

Analyse Charges Page 14

Analyse Invoices Page 15

Analyse Receipts Page 16

View Transaction Details Page 17

Details of the different methods

The purpose of this Workbook is:

In preparation for the training, it is expected that the customer will:

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