Accommodation Accounts - Payment fields OLD

Accommodation Homestay or House Share providers that wish to be paid via bank transfer are paid on a weekly basis by a batch process using the Batch Payment Process; for details on this, please see the links below:

Accommodation Batch Payments (Video)

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There are a number of fields on the Homestay or House Share account record that need to be completed for the payment process to allow these payments to work correctly.

With the exception of the Billing Email address all these fields are contained in the Finance Details section of the account record. The Billing Email address needs to be added for the remittance advice to be emailed to the accommodation provider.

Note:

It is really important to note that the Accommodation Service and Accommodation Payment Service fields must be correctly set BEFORE a student is placed in accommodation

When the placement is made Schoolworks will create a credit on that accommodation provider for the weeks the student is placed based on the rate found in the payment service. This credit is then spread evenly across all the weeks of the placement and the weekly amount is ‘spent’ each time the payment batch is run.

The fields above should be completed; particular care should be taken when completing the following:

Accommodation Service

Whilst, not important for the payment process, this field stores the service and therefore the price item that the student pays for this particular accommodation provider.

Payment Method

There are four options available for this. None, Credit Card, Cheque and Bank Transfer.

If the accommodation provider wishes to be paid by bank transfer this has to be set accordingly. 

Bank details must be set up for the provider or the payment will fail.

Some accommodation providers want to be paid by cheque, if this is set they will still be processed by the payment batch but they will not be included in the file that is sent to finance for payment by bank transfer.

Accommodation Payment Price List Group

Determines the price list group used to select the amount to be paid per week; for most schools this is set as Standard.

Accommodation Payment Price List

Determines which price list to use to select the amount to be paid per week.  If this is empty, the system will use the most current Accommodation Payment Price List

Accommodation Payment Service

This field allows the selection of the service and therefore the price item that holds the amount that the accommodation will get paid. This field works in conjunction with the payment price list group and payment price list to find the price per week.

NOTE: It is important that this service is set to the correct payment service. If the accommodation provider is paid by supplier generated invoice this field should be left blank.

Accommodation Payment

If this is not ticked the accommodation provider will NOT be included in the payment run and no amount will be generated.

If the accommodation provider is paid by supplier generated invoice this field should be left blank.

Accommodation Payment Hold

This field can be used to remove an accommodation provider from a payment run temporarily.