Events, Payments and Scheduled Programs
      Back to home
      1. Help Articles
      2. Administrators
      3. Events, Payments and Scheduled Programs

      Events and Fees Costs

      This article addresses how to manage costs within an event or fee including split payments, partial payments and credits.

      Costs

      The Costs tab allows you to add/configure costs to school, costs to students and revenue. Costs for specific students can be added in the Students tab. 

      Add Cost to School

      1. Click on the Costs tab and click "Add Cost to School" above Cost to School
      2. In Item, enter the name of the expense e.g. Bus Hire, and enter the total cost of the item in the Cost column
      3. To remove an item, click on the X icon in the right column

      NOTE: Cost to School items may be added to even after an Event/Fee has been Approved.   Parents and students do not see Cost to School items

      Add Cost to all Students

      1. Click on "Add Cost to all Students" above Cost to all Students
      2. In Item, enter the name of the cost, e.g. Entry fee, and enter the Cost to all Students in the Cost column
      3. If necessary, tick Voluntary if the fee is voluntary. Parents may adjust voluntary amounts when maying the payment

      NOTE: 

      • Cost to all Students may not be changed if instalment plans have been set up for any student in the Event/Fee or once the Event/Fee has been Approved. Individual student costs can be adjusted and the total/s will be updated.
      • Cost to all Students and individual student costs may not be manually changed in Events/Fees when the Students and Cost Items are imported via a file; these costs must be imported – to make changes, you will need to remove the student and reimport them.
      • If there are multiple payment item rows, each row including Due Date and Amount will appear as a payment plan on the printed permission slip and on the Portal. Parents can select to pay individual payment plan items as they are due or pay for multiple items in one go. The Due Date is only for information purposes and does not prevent parents from paying if the payment is overdue. 

      Add or adjust individual student costs

      1. Click on the Students tab of an Event and find the student to adjust and click on the dollar icon
      2. Click on the Add Item button to add another row; each item and the cost will appear NOTE: Each row in the Payment details pop up window is an amount that is due for the student's family, and each row appears as a separate item to pay on the permission slip and Portal/App
      3. Add the item description and Cost for each new item, noting that the Payments total updates as costs are changed
      4. To remove an incorrectly added payment item, click the X to the right of the item
      5. Click Close when finished
      6. Add any additional notes to the student payment details as required, for example, Bus fare removed as student will be driven to the excursion

      NOTE:

      • The Items shown in the Payment details window include the Cost to all Students items and any individually added items for each student
      • Any payment item may be deleted for an individual student only if no transactions have been made against the item
      • Payment item amounts may be adjusted as required for an individual student and the totals will be updated accordingly
      • The due date for this student’s payments may be changed in the Payments details window

      Revenue

      The Revenue section displays the costs for the school to run the Event, versus the total expected revenue from parents if all students attend and pay. This amount does not take into account any merchant fees that may be charged by allowing parents to pay online, e.g. via XUNO’s PinPayments option, or other online payment merchants

      Click on the Payment Report to view all current payments and balance due for each student

      Add Students and Costs by importing CASES Unpaid Family Invoices or by creating and importing a CSV file

      In the Event/Fee Details, if you set the Add students and cost items setting to Import file, you can easily add students and costs in bulk to fees and events – a great option when students may have varying costs from one to another, (e.g. Elective Levies, or yr 7 Essential learning costs, vs Yr 10 Essential learning costs, etc.). It is important to note that "Cost to all Students" and individual student costs may not be changed manually within the Event/Fee if it is set to have cost items imported from a file.

      Importing via Cases21 Unpaid Family Invoice file (VIC GOVT SCHOOLS ONLY)

      CASES Unpaid Family Invoices or manually created CSV files may be imported and allocated before or after an Event/Fee has been Approved and/or Published. As a best practice, we recommend finalising all cost details before approving and publishing Events/Fees as there are some other details which cannot be changed after approving or publishing.

      1. Export the Unpaid Family Invoices from CASES.
        1. You will most likely need to open the file to remove or copy into separate files. Each type of Unpaid Family Invoice needs to be in a separate file.
        2. You may import more than one file into each Event/Fee, or you can include all associated invoices into one file – whichever saves you time
        3. Data in the file should not be changed, with the exception of the Voluntary payment flag. This flag is always exported as N (No) from CASES even for payments set to voluntary in CASES. If the payment is to be a voluntary payment, for example, voluntary fees, you will need to change the N to a Y in this column for those invoices before importing and allocated the invoice/s. The columns in the file are as follows, for your reference: Invoice ID, Family Code, Invoice Date, Transaction Reference, Voluntary (Y/N), Amount, GST, Description, Family Surname, Student Given Name, BPAY reference, Parent Billing Name, Parent Billing Email, Student Preferred Name, Student Surname, Student Form
      2. Click on the Students tab, and then click "Upload students and cost items"
      3. Select the delimiter in the file you are importing. If you are importing a file directly exported from Cases21, select Tab and then click Upload students and cost items to browse for your file.

      Importing via Manually created CSV file


      Invoice ID (optional)

      Family Code

      Date (optional)

      Transaction Ref (optional)

      Voluntary

      Amount

      GST

      Description

      Family Surname

      Student Given Name

      BPAY Ref (optional)

      Parent Billing Name (optional)

      Parent Billing Email (optional)

      Student Pref Name

      Student Surname (optional)

      Student Form (optional)
      1. Create a CSV in Excel  and copy the above headers into Row 1, starting at A. This will be your template for the file. You might like to save the file at this point and refer to it as your master template. The columns with headers marked with (optional) should be left blank. This is the same format that Cases21 exports, but when creating a file manually you may leave many of the fields blank.
      2. Fill in the details of the payment requests/cost items to be imported. You can use Student reports to collate the data quickly:
        1. In XUNO, go to Administration > Students
        2. Click the filter icon
        3. Select any required filtering, such as year levels, houses, classes etc.
        4. Tick on the Family A and Family B columns
        5. Tick the option to show the students’ Preferred name
        6. Click Show
        7. Then click the Export to CSV icon. This will give you a new CSV that you can copy the details from into your Event/Fee CSV. The details to copy are Family Code (you’ll need to remove the ‘F’ from the end of the code – use find and replace to do this but be careful if any of the family codes contain an F anywhere else! g. ANF0001), Family Surname, Student Given Name, Student Preferred
      3. Then enter the details of the cost items, amounts, descriptions and copy down to all other students. Please note you may create multiple lines per student so long as all required columns are filled with their details, but remembering that each file is imported into an Event/Fee directly, so make sure each item is relevant to the Event/Fee and not multiple Events/Fees. E.g. If there’s a Year 4 Camp and a Year 5 Camp, create separate files for each Event. However if there is a Student Laptop Program with 2 associated costs one for hardware and another for software, you may create them within the one file, each student having two lines in the CSV, and import them into the Fee together.
      4. Import the CSV into the Event/Fee

      More detailed information regarding custom CSV files can be found here. 

        Split and partial payments

        Within events/fees, you may add individual student costs and modify payment options, including splitting the payments between families, adding a payment instalment plan and adjusting the amount to be paid.

        It is the responsibility of members of the primary family to pay and approve for Events. Even if a split payment has been created, including the secondary family, they will still not be able to approve the Event, only pay their share for the Event.  Each family member will only see the payment plan details relevant to them based on their user group permissions, the Family Information Approval and Payment settings, the View settings for the student in the Event/Fee and the payment settings for each item for the student in the Event/Fee.

        Once an instalment plan or split payment has been setup for a student, you may no longer add any further individual costs for that student or change the Cost to all Students. Instalment plans should be created for the student in the Event before splitting payments. If you split payments first, instalment plans can no longer be created for the student.

        To view the payment options, click on the Students tab and click the Payments icon ($) to the right of the student. 

        Each row in the payment options table, is an amount that is due by the student's family, and each row appears as a separate item to pay on the permission slip and in the Portal/App

        Add instalments plans

        From the Event/Fee Details tab, add the Instalment Plans you wish to make available to families for the Event/Fee. NOTE: You may add one or more Instalment Plans from those available. 

        1. Click on the Students tab
        2. Click the Payment icon ($) to the right of the student
        3.  Select the Instalment Plan from the Create Instalments dropdown list 
        4. A pop up window showing the instalment payments appears
        5. For monthly direct debit payments, in the pop up window that appears,tick the Setup monthly Direct Debit box and enter parent nominated for the direct debit and the day of each month that the payment will be debited
        6. Click Yes, I Agree once the details have been entered
        7. From the Students tab, click the Payment icon to the right of the student to make further changes to the instalment payments

        Adjusting the Debit From and Due Dates

        • In the Debit From column, select the parent to debit the payment from from the dropdown list
        • In the Date Due column, change the due date for each instalment payment amount
        •  Instalment plan details will be shown alongside Balance Due for the student under the Students tab

        Setting up split payments

        1. Click on the Students tab
        2. Click the Payment icon to the right of the student
        3. In the Payment column, click Split to split payments for Primary and/or Secondary families
        4. Select the parent from the Debit From dropdown
        5. Adjust the Due Date and/or Amt Due for each split payment as required
        6. Click Split or Close to exit without splitting the payment

        Manual approvals, payments and credits

        Staff can update parent Approval and Payment where Approval Forms are printed and sent to the school or where payments made at the school.

        Manually change event status for one student

        1. Click on the Student tab
        2. Check (or uncheck) the Parent approval box for the correct student

         

         

         

        Manually change event status for multiple students

        1. Tick the students to change
        2. Click on the Ticked Options box
        3. Choose Set Parent Approval (or Remove Parent Approval)

         

        Manually add medical or other information

        1. Click on the Student tab
        2. Find the student
        3. Click on the pencil icon and not that the icon is only visible if the Event is published.
        4. Enter the information
        5. Click Submit

        Add manual payments and credits

        1. Click on the Students tab
        2. Click the Payment icon to the right of the student
        3. Click on the Add button that corresponds to the payment item to credit or add a payment to
        4. Enter the amount to pay, part payment, full payment or negative amount to reverse a previous payment

        5. Select the parent who is paying for this item. (If it is not one of the student’s direct contacts in Xuno, select any one of the parents in the family to which the payment should be receipted in CASES21 if applicable e.g. if there is an invoice in CASES21 for the Primary Family, select one of the parents in the primary family) OR Select School Office. This option is used for office/admin use, where you are applying a credit to a student or using CSEF to cover all or part of the item. This helps later on, when it comes to exporting receipts and reconciling payments with your financial system.
        6. Enter a Description
        7. If you wish, you may change the Allow Receipt Export option, although most of the time the default value is correct. Selecting Yes means that it will automatically be included in your exported receipt file (for importing to Cases21). Selecting No means it will not automatically be included in this export. You may change this option in another screen later if needed.
        8. Enter the amount paid and then click Add. The amount paid cannot exceed the nominated amount here. If the parent wishes to make a payment that is higher than the nominated amount, they will need to log into the Xuno portal and make the payment there. Only payments marked as Voluntary can have amounts paid higher than what is nominated, and only via the parent portal.

          More information on how parents approve events and make payments can be found here.