To create a recharge batch, to post to a set of invoices, use the ‘Recharges’ button on the Finance Menu.  (As with most parts of SchoolBase, it is possible to give access to just the Recharges menu to members of staff who do not need full access to the finance menu.  Your System manager should be able to arrange this for you.)

The window will open showing the latest of all the recharge batches which have been created.  Every batch is automatically given a reference, beginning with ‘R’.  You can navigate to an existing one using the ‘Find recharge:’ drop-down list at the top of the window, or create a new one, using the navigation tools at the bottom of the window (or by selecting New Recharge from the Finance Menu):-

New Recharge

To set up a new recharge, the various boxes must be completed at the top of the window before the pupil details can be entered in the middle section.

Date:             This will be filled in automatically with the current date, but can be amended if necessary.
Amount:         Enter the standard amount for the recharge item in pounds and pence.  The amounts can be amended for individual pupils later if necessary.
Charged by:    This will default to your name as the current operator.  If you want another person to be associated with this recharge instead (for example the teacher organising the trip or outing) you can select their name from the drop-down list.
Reason:          This is text you want to appear to describe the recharge item on the invoices.

The next section of the top part of the recharge window deals with WHICH PUPILS are to be recharged.

Pupils can be added either from a Finance Tag or from a regular Tag.
Click the required tag type radio button, select the tag from the drop-down list, and click the ‘Populate pupil list’ button to transfer them into the recharge list.
If there were previously pupils in the list, a message will warn that these will be lost and replaced by the pupils in the selected tag list.

To prepare to add the Recharge batch to an Invoice batch, use the ‘Posting’ section of the Recharges window:-

Firstly, select the Invoice batch to which the recharges are to be added, then select the Finance Code. This is the Finance code to which the recharge is to be allocated.  If it already exists, it can be picked from the drop-down list.  If it does not already exist, it can be created by clicking the adjacent Codes button and clicking New Code.

When the time comes to add the Recharges to the Invoice batch, click Post now. Only do this when the recharge has been fully set up, and the invoice batch exists.

Before posting, the list is available for editing in the following ways:-

• Pupils can be removed from the list by clicking on the grey box to the left of their name, and pressing the ‘Delete’ key on the keyboard.
• Pupils can be substituted by selecting an alternative from the drop-down list:-

 
You can select the pupils you get in the drop down list. The choices are Prospective pupils, Archive pupils or Current pupils.  The default is current pupils  only.

• Charge amounts can be edited for individual pupils:-
• The Notes (description) for an individual pupil can be edited:-

You can visit this screen as many times as required to edit and update the recharge.  When the details are complete and correct, the recharge can be posted to be included on a previously-created invoice batch:-

Select the invoice batch from the drop-down list, and click ‘Post now’.

NB:  Once Posted, recharges cannot be ‘Un-posted’, so do not click the ‘Post now’ button until you are sure.

The following functions are accessed via the bottom section of the window:-
 
Remove recharge: This will delete the whole recharge (not just an individual pupil).  There is a warning before this happens!
Type: The radio buttons toggle the view between recharges which are still un-posted and those which have been posted.
Tags:    As described above, this enables pupils from a finance tag group to populate the recharge
Print details:    Pretty self-explanatory, really!

Send to Excel:    Wow!

Clone me:    If you have a previous recharge which you want to reuse, this will create an identical copy to which you can attach a different finance tag (pupil list) and/or change other details.