Finance

The lists money moves through. Worth setting up deliberately, because these choices are hard to change once invoices have been raised against them.

Ledger Codes — what income is posted against, so different parts of the service can be tracked separately.

Funding — only shown if Use Funding is on in System Configuration. Works alongside remissions.

Charges — what you charge for each service and activity.

Remissions — an amount taken off an invoice, reducing what the payer owes. A remission can be offered online, so a parent who believes they qualify asks for it while applying; it can also ask for evidence. See Free School Meals below for the way a remission can be applied to a payer once rather than activity by activity.

Bursary — bursaries you offer, set individually for each pupil who receives one.

Discount Codes — named discounts with a value, which can be applied where the service type allows them.

VAT Codes

The VAT rates you use. Each code holds its rate and a reference — the code your accounts package knows it by, so what Xperios posts lines up with what is expected at the other end.

VAT codes reach further than any other list here. One is chosen on activity plans, auditions, events and their extras, exam sessions, groups and group equipment orders, prospectus items, resource groups, studies, bookings, invoice lines and adjustments — essentially everything that can be charged for.

That reach is why they are worth settling early. Adding a code later is easy; changing what an existing code means is not, because every line already posted against it keeps the code rather than the rate.

Do not repurpose a VAT code

If a rate changes, add a code. Editing one rewrites the rate on everything that has ever used it.

Credit Reasons

Why a credit was raised.

A credit reason is recorded on the ledger adjustment that credits the account, and nowhere else — so this list is narrower than it looks. It does not affect what is credited or how much; it is the explanation that stays attached to the adjustment, which is what makes a credited account answerable months later.

Free School Meals remission

Where a family is on Free School Meals, you can price everything they are billed for at one reduced rate rather than adding a remission to each activity.

Turn on Use FSM Remission in System Configuration and set the FSM Remission Percentage. Then on the payer's Debtor record, tick FSM and fill in FSM Date Checked.

Once all three are in place, every direct-billed tuition, group membership and hire for that payer is priced at that percentage.

The date is what switches it on

A payer ticked as FSM but with no FSM Date Checked gets no remission. That is deliberate — the date records that somebody has actually verified the entitlement, so a tick alone does not reduce anybody's bill.

New payers inherit the pupil's FSM tick, and the date is left empty, so a new record never prices itself down until it has been checked.

An activity priced this way shows From Debtor FSM where its remission would be, and its own remission is locked. Nothing is lost: the activity keeps the remission it had, and it applies again if the payer's FSM is removed.

Which one wins

The payer's FSM remission replaces the activity's own while it applies. Set the percentage to match the remission you were using activity by activity, or bills will change the day you switch it on.

Automatic school subsidies

A subsidy is normally asked for. A subsidy with Apply Automatically ticked is not: it is given to every pupil who meets its criteria, with no application and nothing to approve.

Xperios works out the pupil's school from their school history, then applies the subsidy to their direct-billed tuition, and to a hire linked to it, where the subsidy covers them.

A school can have one automatic subsidy. The criteria are the ones a subsidy already has — whether it covers tuition, hire and activities held outside the school, and the school years it applies to.

An activity covered by one shows School Subsidy in place of its own, which is locked while it applies and kept.

The payer must not be the school

An automatic school subsidy exists to help families. Where the school itself is being billed, it does not apply — the school is already paying.