Maintaining Student and Household Data

Overview

The Veracross accounting system is fully integrated with the Veracross school administration system. As a result, by the time billing and cash receipt activities are required for any student, a vast majority of the data related to the student and their household will already exist in the system. So, from an accounting standpoint, only a limited amount of additional data must be entered before invoicing can commence. This article covers how to review and modify this information.

Searching for students and households relies on basic queries. Read more about queries in Axiom.

Maintaining Household Financial Data

Finance-related information for a household is found on the Household detail screen. There are several ways to find households from the Accounts Receivable homepage, such as:

  • Use the Find Household query and enter the name of the desired household.
  • Use the Find Student query and click on the household name or the View Record icon adjacent to the household name within the student record.
  • Use the Student Directory link and click directly on the name of the desired household.

The Household detail screen defaults to the “General” tab. Several other tabs are useful for Accounts Receivable:

  • Finance tab. View finance-related information.
  • Invoices tab. View a list of the invoices that constitute the total amount in the “Household Billings” field from the “Finance” tab.
  • Cash Receipts and Cash Recpt Items tabs. View a list of all cash receipts from the household or made on behalf of the household. Includes items included in the “Household Receipts,” “Other Receipts,” and “Unapplied Deposits” fields.

    Note: To view a subset of cash receipts, click the “Open Query” button  on the top right side of the screen. This opens the query in a new tab/window, where you can then click the “Design” button to enter new criteria.

Maintaining Student Financial Data

Finance-related information for a student is found on the Student detail screen. There are several ways to find households from the Accounts Receivable homepage, such as:

  • Use the Find Student query and enter the student’s name (or use other desired search criteria).
  • Use the Student Directory link and click directly on the name of the desired student.

The Student detail screen defaults to the “General” tab. Several other tabs are useful for Accounts Receivable:

  • Finance tab. View finance-related information.
  • Other Cash Receipts tab. View a list of all cash receipts from entities other than the student. The results displayed will include monies received from the household, other non-related people, and organizations

Note: To view a subset of cash receipts, click the “Open Query” button  on the top right side of the screen. This opens the query in a new tab/window, where you can then click the “Design” button to enter new criteria.