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Financials

Financials is where you charge families, take payments, track credits, and see what's still owed.

Everything here lives under Financials in the left sidebar:

Menu item What it's for
Assign/Create Fees Create fees and assign them to students
Statements One student's account — view, invoice, email and print
Payment Entry Record many payments at once
Account Credits Add, apply and transfer credits
Fees Dashboard Collected, outstanding and projected, per fee
Audit Trail Every fee assignment, with correction tools

Guides

Who can use it

Financials requires Financials Access, or Admin Access which includes it.

Full Directors get every group automatically. Staff Directors and parents need it granted explicitly — see Granting access. Booster treasurers are commonly parents with Financials Access, which is exactly what the group is for.

The order things happen in

  1. Create a fee — a name, an amount, a year
  2. Assign it to the students who owe it
  3. Families pay online, or you record cash and check
  4. Credits offset balances where they apply
  5. Statements tell families where they stand
  6. The dashboard and audit trail tell you where the program stands

Fees and assignments are separate on purpose. One "Marching Band Fee" is created once and assigned to a hundred students, so changing the fee doesn't mean editing a hundred records.

At the end of the year

Closing out a school year clears fees and removes graduates — but myblueboard backs everything up first, and directors can read it back permanently. See End of Year.