Overview
If you bill in advance of the lessons taking place, you will generally have a need to reconcile the lessons given against the amounts paid at some point. This article describes a procedure to follow if you need to bill for the upcoming term when you have not yet reconciled for the term that is ending.
The Process
If your fees remain the same next term, you can simply run your billing process at any time.
If your fees in the upcoming term are going to be different from the current fees, follow the steps below.
There are now 4 spare fields in the tuition and ensemble enrolments files. They are
Spare field number
Spare field number 2
Spare field text
Spare field text 2
They are accessed from table view when you select modify and add additional fields. For example, go to Home > Student Activity > Tuition. Then select Super Users in the bottom bar.
If the fields are not visible in the Table View that opens, you will need to select Modify in the top right of the table, and then the large + at the bottom of the window that opens, and then select the Spare fields and add them to your view.
You can use these fields to store data temporarily, which
Note: This is an advanced use of FileMaker's Replace function. For details on how this operates, please see Replace Field Contents.
Store current term fees in Spare field number.
By using Records > Replace field contents > Replace with calculated result, users can dump all the current Lesson Fees in Spare field number in each of the Tuition and Ensemble enrolments files.
Update the fees in Home > Setup Files > Fees and use the Relookup button to send the new fees over to Tuition and Ensembles.
Do the billing run for next term.
Store the new lesson fees in Spare field number 2.
Use Replace with calculated result again to copy the new lesson fees into Spare Field Number 2
Reset lesson fees for current term
Using Replace with calculated result, copy the old lesson fees from Spare Field Number back into Lesson Fee.
Send lesson adjustments for current term to accounts.
Reset the new lesson fees for next term Use replace to put the new fees back by replacing them from Spare Field Number 2.
Reset No. Lessons Per RP Do this by replacing Lessons per RP with Lesson Nos.
Clear Spare Fields