Guide for Managing Sponsorships within the Billing Module

Table of Contents

1. Introduction
2. Accessing the Sponsorship Feature
3. Adding a Sponsor
4. Adding Students to a Sponsorship
5. Reviewing and Updating Ledger Details

1. Introduction 

The myschooljamaica.com platform, apart from its standard fee management capabilities, offers a comprehensive sponsorship feature within its Fee Management module. This feature facilitates the efficient management of sponsorships and scholarships provided by groups, organizations, or individuals that contribute towards student tuition or other school fee expenses. This guide will walk you through the process of defining, managing, and applying sponsorships to student accounts within the system.

2. Accessing the Sponsorship Feature

To access the sponsorship feature, use the remote App and log in, navigate through the main menu as follows: Fees > Sponsors.

This action will display the following window presenting a list of all currently defined sponsors. Here, you can add new sponsors, or edit or delete existing ones.

3. Adding a Sponsor

To add a new sponsor, click the New Sponsor button. This action will open a window with several tabs and fields.

Tab: Properties

Fields:

• Name: This field should contain the name of the sponsor.
• Type: This field will specify the type of sponsor.
• Factor: This field is used to input the sponsor's factor.
• Rate: This is the amount that each student is expected to receive from the sponsor. If the amount is unknown or varies, you can set it to zero or to the value that most students will receive.
• Start date: This field records the date when the sponsorship begins.
• Associated fees: Each sponsor must be associated with a fee. Ensure you've defined a fee with the same name as the sponsor before adding the sponsor.
• Apply to all students: This checkbox instructs the system to apply this benefit to all students. This is useful if the sponsorship benefits all students equally.

4. Adding Students to a Sponsorship

In the Students tab, you can manage which students are benefiting from the sponsorships.

Fields:

• Year: This is the academic year for which the sponsorship is applicable.
• Term: This is the academic term for which the sponsorship is applicable.
• Data grid or table: The table, with columns for Student, Class, Date, and Reference, allows you to quickly list all the students that will benefit from the sponsorship. The year and term fields do not filter the list in the table; instead, these values are used to inform the system which period to apply the credit associated with the sponsorship.

After listing the students, apply the credit associated with the sponsorship. Ensure to select the correct period by setting the year and term fields, then click the Apply button to complete the process. The Print button allows you to print a list of the students associated with each sponsor.

5. Reviewing and Updating Ledger Details 

The Ledger tab lets you review the effect of the sponsorship on each student's account.

Fields:

• Year: This field is the academic year that the ledger displays.
• Term: This field is the academic term that the ledger displays.
• Data grid: This table, with a list of students and an amount column, shows the actual amount each student received from the sponsor.

Once the sponsorship credit is applied, you can input the actual value received by each student from the sponsor. If the values differ, you can update them here. You can also remove an entry by selecting the entire row and pressing the delete key on your keyboard. The year and term fields filter the ledger content based on the selected period.

Managing sponsorships is essential, especially when handling multiple sponsors benefiting dozens of students. The myschooljamaica.com platform provides an intuitive, efficient, and convenient way to manage these sponsorships, ensuring your billing cycles run smoothly and accurately.