Add/Edit Transactions

Transactions are what allow you to charge your AR Accounts for the fees and items that they have purchased. This article will walk through the creation of these transactions. Please note that you need to have AR Accounts to charge these transactions to as well as Items, Charges or Fees to apply to a transaction.

Add Transactions

1. Open the AR Transactions grid by clicking on "Receivables", and then choose "AR Transactions". At the bottom of the grid that appears, click the "Add" button.
2. The "Add transaction" window will appear. In the "Transaction date" field, enter the date this transaction is being entered for.
3. In the "AR account" field, you can select any AR account that has been set up. Once you select the account, the default "Terms" for that account will be selected for that account, but can be changed in the "Terms" drop list.
4. If this transaction is for a Student/Child, you can select which Student or Child this transaction should be for in the "Student/child" field. The Students/Children that are already associated with this AR Account will be listed at the top of the drop-list with a * next to their name. 
5. Select the Item/Charge/Fee that is being used for this transaction in the "Item" box. If the "Enter by name" box is checked, you can search by name, if it is unchecked, you can search by Item Number. You can change the description of the item in the "Description" field. You can also select the quantity of the Item being charged in the "Qty" field. If the price of the item needs to be changed, you can change the price of that item in the "Price" field. If the item selected used a rate table, a window will appear where you can select which rate should be used for this item.
6. If the item you selected is Taxable, the tax rate from the "Tools/Settings" menu of the finance module will automatically be applied. If the amount charged by this tax needs to be changed for any reason, check the "Override" box, and you can change the amount of tax applied to this transaction.
7. Click "Save" to save your transaction.

Edit Transaction

1. Open the AR Transactions grid by clicking on "Receivables", and then choose "AR Transactions". Once you're on the grid, find the transaction you want to make a change to, and then, click "Edit" at the bottom of the grid.
2. The "Edit transaction" window will appear. On this window, you can change any aspect of the transaction, including the date, the AR Account, the Student/Child, the Terms, the Item, the description of that item, and/or the quantity of the item on the transaction.
3. You'll also see a window that shows the payments that have been applied to that transaction. You can delete the payments that have been made from here by clicking on the payment you want to delete, and then clicking the delete button. You could also export this grid out to a spreadsheet program using the "Export" button.
4. If the terms of the AR Transaction are set up for one of the "Plan" options, you'll see another grid where the system will show when the payments are due, and how much those payments are for.
5. Click "Save" to save any changes you have made to the transaction.

Note:  If any payments have been applied towards a transaction, only the Child/Student and terms can be changed.