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Meal Payments

ScholarPack calculates the student's balance based on the type of meal(s) they have chosen, as a user you have the functionality to record payments for both students and staff members which calculates an outstanding balance. To access the meal payments area please go to the admin tab and click on meals.

Click on the  to jump to the documentation.

Process Description Go
Carry Balance Forward Can input a starting balance or rollover amounts from previous year
Student Payments Can record and edit payments for students
Staff Payments Can record and edit payments for staff  
Meal Creditors Can produce a report of students who are in credit  
Meal Debtors Can produce a report (and letters) of students who are in debt  
Banking Can keep a log of your banked payments  

 

Carry Balance Forward

This module will display the outstanding balance of each student from the previous year. If you have no balances from the previous year, because you are new to the system, you can record the student's balance here manually if you wish.

First, select the year group or form to view the current balance for each student.

After clicking the Choose button a table will appear, the outstanding balance column will show the debt or credit present from the previous academic year. To carry all the student balances across to the new academic year, tick the check all box on the right hand column and click Update at the bottom of the page to transfer your balances (see image below).

Alternatively you can manually input a starting balance by clicking on the figure in the starting balance column (see image below). Simply type the figure of the outstanding balance (do not use the £ symbol) and click the green tick to save.

Clicking onto an individual student's name will produce a financial summary for that child as below. This shows how many meals the child has had, any dietary requirements attached and the types of meals the child has opted for this month, alongside an accounts overview.

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Student Payments

This module will display in table format a breakdown of the student's meals and payments for the curriculum year. You will also have the option to record payments which will automatically calculate the outstanding balance for each student.

How to record a payment?

Simply type the payment amount into the payment column (see image below) and click the green cash icon to submit.

You can change the method and date of payment by clicking on the following image within ScholarPack.

The following columns represent:

Column                   Description
Meals To Date The number of meals the student has had this curriculum year
Total Paid Meals The number of meals the student has had that are not free
Total Free Meals The number of meals the student has had that are free
Total Cost The total cost of meals since the start of the curriculum year
Paid To Date The total amount that the student/parent has paid this curriculum year
Credited To Date The total amount of credit the student's/parent has this curriculum year
Outstanding The outstanding balance (total meals x price of meal - payment amount)
Payment Here you can input a payment from a parent or guardian 
Pay Click the cash icon to submit the amount in the payment column
Credit Here you can enter a credit for a student 
Statement Can produce a report outlining the student's meals, payments and balance

 

Please note free meals are calculated by finding out the meals taken during a student's FSM or UFSM period. You can expand on the meals to date and paid to date figure by clicking on the number in the table (see image below). The edit button allows you to change the payment amount, method and date or remove the payment entirely.

 

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Staff Payments

This module will produce a table showing a breakdown of the staff meals and payments for the curriculum year. You will also have the option to record payments and the outstanding balance will be automatically calculated for each staff member.

How to record a payment?

Simply type the payment amount into the payment column (see image below) and click the green cash icon to submit.

You can change the method and date of payment by clicking on the above image within ScholarPack.

The following columns represent:

Column                   Description
Meals To Date The number of meals the member of staff has had this curriculum year
Total Cost The total cost of meals since the start of the curriculum year
Paid To Date The total amount that the member of staff has paid this curriculum year
Credited To Date The total amount of credit the member of staff has this curriculum year
Outstanding The outstanding balance (total meals x price of meal - payment amount)
Payment Here you can input a payment from the staff member 
Pay Click the cash icon to submit the amount in the payment column
Credit Here you can enter a credit for a staff member

 

You can view a breakdown of the meal taken by a staff member and any payments by clicking on the meals to date and the paid to date figure (see image below).

 

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Meals Creditors

 

Meal Creditors will show a list of all students who are in credit for meals.

Select the Group and Form then click Choose.

A table will appear and the students will be listed alphabetically. If the whole school is selected then they will be listed by year, form and alphabetically.

Clicking on a student's name will allow you to view more detailed information about the child including their financial overview, nutritional information and meal choices this month.

To print this report select the export button in the top right.

 

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Meals Debtors

 

Meal Debtors will show a list of all students who are in debt for meals.

Select the criteria of interest from those available together with the date range of interest. You can select a future date range which will give an estimated debit figure if needed. Once you have selected the criteria of interest select Choose.

A table will appear and the students will be listed alphabetically. If the whole school is selected then they will be listed by year, form and alphabetically. If you wish to produce a debtors letter for selected students, then using the template you have already set up, select the student(s) and then Print letter using the button at the bottom of the table. You can get a prediction of debt by setting the date range in the future.

 

This will output a letter, the format and content of which has been set up in the Debt Letter Setup Area.

 

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Banking

 

The banking area will allow you to see a complete overview of the payments that have been recorded. When you first access this area you will see a history of all payments made.

Please be aware the banking area does not include credits that have been entered through the student and staff meals control area.

How To Bank My Money

To bank your money simply adjust the date range and click the button called Start Banking. An input screen will appear (see image below), the row will display the amount of student, staff and guest payments made during the date in which you specified, in addition a total sum will also display. 

Simply bank the amount in the total payments columns in the bank column and click the Bank This button.

Once you have banked your figure a row will appear in the banking history table (see image below). Please note that you are able to click the payment amount to view a breakdown of all payments made within that date range.

On the banking history table you will see three specific columns.

  • Amount Banked (On Date): this will display the amount you banked.
  • Cumulative Amount (Banked): each row will add the banked amount from the previous banking dates
  • Accrued Payments From Students, Staff and Guests: this will display the total amount collected this year to the last banking date.

The Cumulative Amount (Banked) should always add up to the Accrued Payments From Students, Staff and Guests figure (see image below).

If you require a complex breakdown of what payments were made during each banking period broken down by students, staff and guests, please click the 'Full Analysis - Click Here' link above the banking history table (see image below).

 

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