As you are coming to the end of the school year and some pupils will be finishing their exams. You may want to offer those pupils the opportunity to celebrate in style with a Prom.
This article will teach you create a payment item using one of two options.
How to create a payment item for your Promenade dance (Prom) to cover the cost of the function room, food, and music....
There are a couple of ways to create the payment item such as this:
Option 1 is a single payment item for the cost of a ticket. With this option, you can include the option to purchase more than one ticket.
Option 2 uses the trip module to collect information electronically and use installment payments if necessary.
Option 1
- Go to Payment items > Create other payment item
- Select an ‘Other (please specify)' don't be tempted to use the trip option.
- Enter Prom. This will be displayed alongside your payment item name under the category area. prom is taking place it will help with reporting or you can enter your own category name.
- Click Next.
- Here you choose the type of payment item you wish to create. For the Prom choose Once only at the top of the page to see the once only payment item types.
Please note: A variety of payment items are available to accommodate the different types of payments that you might wish to collect. These are covered in the Payment item overview document should you require a breakdown of the different types. - If there is a space for all the pupils in the school choose 'Once only, fixed amount' (6). If you have a limited number of spaces, choose 'Once only, Limited availability' (6a). If you offer the opportunity to purchase more than one ticket then choose 'Once only, fixed amount with quantity' (6b).
- Click Next.
- Enter the name – Such as Year 11/12 Prom July 2023. Keeping the name simple and relevant will help you run reports.
- Enter the description – The description enables you to provide detailed information to payers about the payment item. You can include hyperlinks to relevant websites to provide further information if you want to. If you have to collect information from the parent enter the question in the description field.
- If you have asked the parents a question in the description then select the Notes option – optional or Mandatory. If no information is required select the No Notes field. If mandatory is selected, the payer will be unable to complete payment until they have provided the information required.
- You can choose to enter a due date to inform payers when payment should be made by. Please note: This is for information only and will not prevent parents/carers from making payments after this date.
- If you wish parent/carers to be able to purchase more than one Prom ticket, tick this box. Enter the Default quantity, Minimum quantity and Maximum quantity.
Please note: The Default quantity will be displayed to payers but they are able to change this within the limits set by the school.
- If there is a limit to the number of places or items, tick the box for Limited Availability and enter the number that you have available.
- Enter the Default amount – This is the total cost of the item/activity.
- Enter the minimum and maximum payments.
Please note: for Single fixed-cost items these should all be the same amount.
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Choose the bank account you would like to credit payments to for the new payment item. (Optional) You can use up to six reporting codes. You can enter these in the Account Code and Description boxes or you can select from the pre-populated drop-down menus. The reporting codes will be included in certain reports and in your settlement statements.
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Tick any required boxes in the section below and then Click to Save the item.
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You will see confirmation that your payment item has been saved and you will have to assign people in order for parents to see and make use of it.
Please refer to the guidance ‘Assigning people to payment items’ for help on how to do this.
Option 2
- Go to Payment items
- Select the trips option
- Select Create trip.
- Enter the new of your event.
- Select Create trip.
- The name that you entered on the first screen will appear on this screen and can be edited the same as the short name (this is used for SMS text messages).
Please note: that there are a limited number of characters in these fields. These are limited to numerical or alphabetical characters only. - Enter the details of the event in the description field.
Please note: There is no need to add the cost or the dates in this section as these will be added in a later section. - The ability to format the text using the heading options.
or - Draw attention to important or useful information by using the text formatting toolbar to underline, bold or italic.
- Adding images, videos (from previous proms) or links to the venue is also an option. To see how to use these functions take a look at this article.
- Do you have limited spaces? Select Yes, (follow steps 12 & 13) or No if it's open for all to attend (move on to step 14).
- Read information, carefully about limited spaces and possible over subscribing.
- Enter the number of spaces available.
- Save and continue.
- Choose Payment Type, Free of charge (no cost), Voluntary (payer pays anything up to total cost), Fixed amount (payer pays whole amount in one go), or installments (broken up to small payments over a period of time).
- Add the total cost of the Prom.
- A number of installments if this has been chosen.
- Enter the breakdown of your payments and the due date. If you are flexible with the due date tick the 'Allow payments after the due date field. If you are not flexible do not tick this box.
Please note: Once published and payments received this can not be changed. - Select the correct bank account from the drop-down (if you have multiple options). If you use accounting codes select yes and enter the cost codes for your school, if not select no.
- Save and continue.
- Consent page. Here you can change or add to the consent information.
- Tick the relevant options that you wish to the payer to complete.
- Add your own questions, such as consent to the child being included in photos.
- Save and continue.
- Assign people to the trip.
- Select the 'Assign people to the trip' button.
- Choose the relevant year or reg group from the list.
- Add individuals such as staff or pupils from another reg or year group. This is known as a dynamic search field, (start typing a name and the list will filter the names). Select the relevant person.
- Once you have all of the relevant people added, select the Assign People button.
- If you need to assign more people select the 'Assign more people' button.
- This shows pupils who have Free School Meal (FSM) entitlement.
- If you have to unassign someone from the trip select this icon, the payer will not see the payment item once you have published the trip.
- Select 'Save and continue'.
- The final stage is an overview of your trip.
- Select 'back to people to make changes.
- To save for later select 'save for later' this will allow you to preview the summary of the trip and edit any section before publishing.
- To make it visible to payers and receive payments select 'Publish'.
- Once live use the summary page to view payments made, take a look at the following article.