In v 8.0.34 and above there has been another change to the Mail Alert portal for schools.
The name displayed in the portal for additional contacts will now be either First Name & Last Name OR Mailing Name OR Salutation, depending on which fields have data in them.
In v 8.0.33 and above the calculation of 'Total Fee' field has changed - it now ROUNDS to 2 decimal places. (To stop amounts with many decimal places being sent to the Acocunts file.)
In v 8.0.34 and above the 'Schools' Menu has been tidied up.
Removed the following (any users requiring these options will now be using the Debtors & Invoices tables, so will see the NECOM menu instead):
- View payment summary
- Print payment list
- Music lesson adjustments
Left the following options on the menu but greyed out (I think there may be one school that still uses these)
- View as List (Detail)
- Enter payments and print receipts
Alos greyed out some buttons on the Billing Preview (schools) layout. They still work, but will be deleted from future versions unless anyone lets me know they still need them.
In v 8.0.34 and above another 'invoicing' option has been added for schools.
Schools that send billing information to their Accounts Department to invoice can now send out 'Billing Statements' from Music Monitor. These documents provide more detail to parents than a typical school invoice (which usually allows minimal room for line item descriptions).
Schools can send the information to their accounts department (as usual) but then email out Billing Statements.
These documents look very similar to Invoices and in fact are produced the same way, so everything that can be done with invoices (reprinting, emailing, viewing) can be done with the Billing Statements. However, obviously PAYMENTS will not be applied to these billing statements, and they should NOT be MODIFIED or DELETED unless the Accounts Department makes the same changes.
If schools wish to use this feature, they should set their File Preferences under "Student Accounts" to NECOM and BILLING STATEMENTS.
When processing billings, they should first 'Process all unbilled amounts' and send as excel or csv to their Accounts Department. When the Accounts Department gives the OK that the billing has been sent out, the music department can then select 'Produce Billing Statements' from the Billing menu in What Do You Want To Do. Music Monitor will find all records in Student Accounts with the most recent Date Billed and display them on the Billing Preview screen where the 'Billing Statements' button is located.
Help notes have also been added and a Sample printout in What Do You Want To Do?
Also 'Show Billing Statement Set Up Screen' has been added to the Troubleshooting menu in Student Accounts.)
In v8.0.33 and above there is a new button on Billing Preview (NECOM) layout: Save as TASS-friends CSV. Exports the billing information according to upload specifications for TASS.
In v 8.0.33 and above there are new fields in the Account Codes table - GL Code (visible on Account Codes screen) and Tax Code (not visible).
GL Code is 'General Ledger Code' and is only necessary if billing data needs to be uploaded to another program.
Tax Code is a calculation field: "Yes" if the GST tag = "Yes", or "EX" if the GST tag is empty or = "No". Both of these fields were created to export billing information to TASS.
In v 8.0.33 and above aROUNDING step has been added to scripts that import billing amounts from other files (eg. send tuition fees to accounts, send instrument hire fees to accounts, etc.) If Amounts aren't rounded to 2 decimal places when sent across, it can cause problems when applying payments to invoices. You can end up with an invoice showing a -$0.00 balance when in fact it is something like -$0.00001.
In v 8.0.33 and above the staff fullname dropdown list (the one you see when clicking 'View, add or edit adjustment') has been modified - it now shows only ACTIVE staff (record must be tagged 'Active' in the Contacts file).
In v8.0.32 and above the definition of the 'Rate' field has changed to round to 6 decimal places, rather than 4. This affects only those schools that require a printout showing FTE data.
In v 8.0.34 and above there is now a popover button to the window you see when entering or editing a reference number for a resource. (The window they see when they click the pencil next to the 'Ref No' field.)
It's a yellow button labelled "Show existing ref nos." When clicked, it displays a portal that users can scroll down to view all reference numbers already in the system. Hopefully it will help them know what number they're up to! Reference numbers are sorted alphabetically in the portal. (Remember, 'Ref no' is a TEXT field so if numbers are used in this field they are sorted alphabetically rather than numerically i. e. 1...10..100...2...3.. etc)
Alison is the developer of Music Monitor and loves adding things to make your life easier. Check in here regularly to see what she's working on!