If a dinner money / catering payment request has been created with a non-dinner money/catering type any payments made by members on this request will not update on SIMS / Cashless Retailer system.
You will need to end the current request, create a new request selecting the correct dinner money / catering type and then transfer the payments from the old request to the new via manual transactions..
To do this follow the steps below:
1) Generate a list of those who have already paid
- Go into Payments, Payment Requests and select the request from your Active Requests. Click on View Status Report on the right-hand side under the heading Payment Status.
- Select Transactions under Payment History and you will see all of the transactions for this payment request.
- To save this report click on Export under the heading Report Actions on the top right of this screen. You can then use this report when applying your manual transactions.
2) End the current request
Depending on when the due date for the request is you can either cancel or change the visible to date so no longer visible to parents.
- To cancel go to Payments, Payment Requests, select the payment request and select Cancel on the right-hand side under the heading Payment Actions.
- To end the request by changing the visible until date, go to Payments, Payment Requests, select the payment request and click on Edit on the right-hand side under the heading Payment Actions. Change the visible to date to yesterday so no longer visible. You will also need to amend the due date if it has been set as a future date. Then click on Save.
3) Create new payment request
- Go into Payments.
- Payment Requests.
- Click on Create Payment Request.
- Fill in the details of the request selecting the correct Dinner Money/Catering type and save.
4) Apply manual transactions for those that have already paid
- Go into Payments, Manual Transactions and using your report of people who paid, search for the member.
- Select the payer name at the top of the screen. (As the transaction is just an internal adjustment you may not want to select the payers name as this may cause confusion)
- Find the old request and select the action type ‘Manual adjustment’. In the amount column type the amount they paid as a minus amount. Enter a comment if you wish.
- Then go to the new request you have set up, select the action type ‘Manual adjustment’. In the amount column enter the amount paid. Enter a comment if you wish.
- Click Apply Actions at the top right-hand corner under the heading Transaction Controls.
- You need to repeat this for each student that has paid on the old request.
Once you have done this when you run an import and open the Pupil Balances report, the student's balances will be updated in SIMS. In the case of Cashless Retailers these payments will now be able to be picked up by the Retailer.