Creating Charge Items in Batch

With potentially hundreds of students attending a school and several charge items often assigned to each student, creating charge items manually can be time consuming. To help make charge item processing less cumbersome, the Veracross system offers a batch processing feature.

The batch processing mode allows a single catalog item to be assigned to entire group of students in one step. In most situations, several executions of this process will result in a large percentage of items being accurately applied to a large percentage of the students.  Of course, there will always be students with exceptional circumstances, so some manual clean-up of charge items will be required after executing this batch procedure. But, in general, the amount of manual clean-up should be minimal.

It is critical to have defined catalog items that apply to distinct groups of students before successfully batch processing. For instance, if a grade 1-12 school has different fee structures for each level (e.g., elementary, middle, high), then there should be distinct catalog items established for each of these grades. Then, when creating tuition charges, one batch can assign the correct charge items to each group based on grade.

Example: Use of “Begin Child Number”

How might the two fields above be used?  Suppose your school charges a special fee for each household represented in the school, not each student.  In this case, specify value “1” in the Begin Child Number field and “1’ in the End Child Number field as well.  Since every household will have one and only one student assigned sequential number 1, then only one charge item will be assigned to the household.

Another example could arise if all households with three or more students were granted a $500 discount for students #3, #4, etc.  In this case, specify “3” in the Begin Child Number field and some randomly large number (e.g.”9”) in the End Child Number field.  The system will create one $500 discount item for each student assigned sequential numbers 3 and above.