General

 

Company Name/Address
Details appear as background name to Class screens

Background
Select "set" and colour options will be displayed

Check List
No longer used

Student Progress Defaults
The normal interval period and interval for academic testing, ie. days, weeks or months.
The setting operates in conjunction with the Progress module.

Excel Currency Format - Select format according to your country
The default is set to UK/USA, which shows the decimal point as a full stop and 2 decimal places.
If a comma is required, select the appropriate format. Options exist for 2 or 0 decimal places.

Prefix Currency Format
If set, Excel will include currency symbols in Excel where appropriate.

Standard Email Body Message
This is the standard text that will be entered for every email sent. Change as required.
Note: <Document_Name> can be used anywhere in the text and the system will insert the appropriate document name.

Finance

General

 

Days Before (-) or After (+) Arrival to Default Direct Student Address
Applies to Direct Student proformas and invoices only!

It may not be required to send an invoice/proforma to a direct student's home address, when the student is due to arrive at the school "shortly".
It may be better to change the address to "c/o the school" and hold the document, awaiting the student's arrival.
Enter the number of days before arrival, eg. -7.
Set to "999" if not required.

Default Direct Student Address
Enter the address to be used for the above, eg. "c/o the school".

Base Currency
Set the "local currency".

Default Tax Rate for No Pricing Found
If a price record does not exist for a given price item, the above will be used as the default tax rate for any value entered.

Agent for Direct Students
This is the default account to be used for direct students (typically called *Direct)
Direct students need to be recognised by the system, as special pricing rules apply, and invoices/credits are charged to a separate account for the student (not the agent).
Multiple direct accounts may be set up but this one will appear as the default.

Number of Lessons in a Day
The system maintains "Student Weeks" statistics, and there is no obvious conversion from "lessons" to "weeks".
Where "lessons" (as opposed to "weekly" courses) are sold (eg. one to one lessons), the number entered is used to equate the lesson to a "Week".
Eg. 4 lessons per day / 5 lessons days in a week equates to 20 lessons, which = 1 student week

Number of Lesson Days in a Week
(see above)

Number of Office Invoice Copies to Print
Default number of invoice copies

Number of Office Proforma Copies to Print
Default number of proforma copies

Print Office Copy of Memos?
If set, an office copy of the memo (gross) document is printed.
Generally, there is little need to print a copy, as a reprint of the agent's copy can always be produced.

Use Lowest Discount Available Method
This is a reserved field and should not be used unless instructed by Infospeed.
This overrides the sub price lists.
In this scenario, the sub price list system is used to indicate the minimum price an item may be sold for.

In determining the agent discount/commission on a finance line, the system will use the sub price list if this represents a smaller discount, than the rate set in the agent's record.
Eg,
Course A = £100 per week
Sub price list = £75
Agent discount = 20% (£80 per week)
The system will only allow 20% discount/commission.

Force Unique School Price Item Codes?
Select if all price items (for a school) are to have a unique code allocated to them.
This is normally required if Class imports booking data from an external source.

Student Enquiry Source Mandatory?
Only select if the Enquiry Source is to be mandatory

Student Enquiry Channel Mandatory?
Only select if Enquiry Channel is to be mandatory
 
Enrolment Block Date
Warns users when entering enrolments (and groups) beyond a specific date, eg. 31/12/12

Defaults

Invoice Customer Copies
Default number of copies to print for agent

Invoice Due Period
Days before (-) or after (+) student arrival, invoice is due for payment.
It is recommended that this is left at 0, then for consistency on aged debt report, transactions are considered overdue if student has arrived.

Send Customer Proformas
Set, if default is to produce proformas, otherwise system will always produce invoices.

Print Invoice if same as Proforma?
Customer copy of the invoice may be suppressed if the value is the same as the last proforma.
This may be used for direct students, eg. a proforma is printed, but the student may be confused when a further (similar looking) document is printed (ie. the invoice). In this case the customer copy of the invoice may be suppressed. (The office copy is still produced).

Always Credit and Re-Invoice?
Once an invoice has been printed, changes will be actioned by crediting out the enrolment and re-invoicing.
If not set, the system will invoice "the changes" only.
Crediting out items that change and re-invoicing them again, all on the same document (invoice or credit note).

Print Credit Notes?
Deselect if agents/students are not to receive credit notes

Status
Choose from prospective, agent, suspended or inactive

Send By
Choose from printer, fax or email

Email format
Choose from MS Word, Rich Text, HTML, Simple Text or PDF

Invoicing Layouts
The layout format for each invoice type is selected.
Layouts can be displayed - see Documents > Finance > Invoice

Batch Invoicing

Print Proformas?
If set, proformas are selected for printing in the batch run

Days Before Student Arrival
Set the number of days, eg. 999 will select all proformas (not invoices) for students arriving within 999 days (approximately 3 years!) of today.
30 days would delay the printing of proformas until 30 days before arrival.
-30 days would print 30 days after arrival.

Print Invoices?
If set, invoices are printed in the batch run.
The days (before or after arrival) for printing invoices are determined from the value set in the agent's record.
It is important that the Batch Invoice runs are processed at least weekly to ensure all proformas are converted to invoices.

Allow Settings to be Changed at Run Time?
If set, may be changed at run time.
It is recommended that a consistent approach be made to the printing of financial documents.
It may therefore be desirable to disallow changes to be made at run time.

Ledger

Accounting Codes
Set the field types/sizes for each of the accounting codes.

Trust Accounting

Initial Deduction -
the amount that may be excluded from Trust Account immediately once cash is received
Arrival Deduction -
the amount that may be excluded from Trust Account on arrival
Days Offset -
the number of days after arrival that further monies may be taken from Trust Account
Spread -
if ticked, the balance of cash is spread over the period of that category, eg. Tuition