Goods & Services

For every Class I schedule, do I have to create a new Goods & Services Item for Tuition charges?
Once the generic Goods & Services item, “Tuition Charge” is assigned to a Course record, a Class can be derived from that Course, which will in turn “tell” the system to create a new Goods & Services item and assign it to the Class the User created. This is done so that a Student’s Account can automatically be charged when they enroll into the Class. So, why does SchoolDESX create a new Goods & Services record? This is done to save the User from having to create a “tuition” Goods & Services item for every Class offered. This means that a User will only have to create one Goods & Services item for “tuition”.

When creating this generic “Tuition Charge” Goods & Services record, one thing must be remembered. Earlier in this manual every field on the Goods & Services form was described in detail. The Item Type field was mentioned and described as a Lookup List field where the values that can be entered are predefined. This field will become very important when setting up Goods & Services records that will be used for Automatic Course Pricing. In this case, there are two values in the Item Type Lookup List that are predefined by SchoolDESX. They are: “CRS-Course” and “CLS-Classes Offered”.  It is very important that the generic Goods & Services item, “Tuition Charge”, is labeled with the Item Type of “CRS-Course”. When the new Goods & Services item is automatically created for the Class, the Item Type field’s value will change to “CLS-Classes Offered”. No other Goods & Services items should have an Item Type equal to “CRS-Course”.

How do I locate a Goods & Services Item that the system has created?
SchoolDESX only automatically creates Goods & Services items related to tuition charges. When one of these “tuition” Goods & Services is automatically created, the Item Name of the Goods & Services record is changed from "Tuition Charge" to the created Classes full name. For example, a Cosmetology I Class may have the full Course/Class name of “COS/06AM Cosmetology I”. Therefore, when the Goods & Services item is created, the name of the record will be “COS/06AM Cosmetology I” as well. The important factor for this renaming is that a Student’s Account is charged, it is charged with an item named “COS/06AM Cosmetology I”, and not “Tuition Charge”. This way, the Student can see on their invoice exact item in which they were charged.

How do I know which Items need to be in the Goods & Services Table?
SchoolDESX provides special functionality to assist the User with Tuition fees. Using this feature, a User should only have to setup a Tuition item one time throughout their entire use of the system because as long as the Tuition record is maintained, SchoolDESX will provide the proper functionality to create all other Goods & Services items needed as Classes are created in the future. This feature is further explained in the “Automatically Creating New Goods & Services Records” section of this manual.

This feature is only available on the Tuition charges however. Any other item that must be charged to a Service’s Account must be previously entered as a Goods & Services record. There are some exceptions to this rule if the User desires to manually charge a specific item to an Account. These exceptions are noted elsewhere.

When should I use the Tax Type field?
The simple answer as to whether or not to use the Tax Type field is to ask yourself, “Do I charge Sales Tax on any item that I sell?”  If the answer is “Yes”, then the Tax Type field should be used. A Tax Type is a taxable value that is charged to an Account in addition to the Sale Price. Though usually only one Sales Tax is needed, consequently only having one “Tax Type”, many different Tax Types can be predefined and entered into this Lookup List. By default, a value equal to “NO-Not Taxable” is used for those items where Sales Tax is not required.

How do I create a new Goods & Services record?
Click Here to watch a video on creating new Goods & Services records.