Accommodation Batch Payments Meeting Minutes - 26/09/2023
Date: |
26/09/2023 |
Location: |
Online |
Present: |
LSE: Ben O, Julia S SW: Richard |
Apologies: |
N/A |
Minutes
Related links:
https://cloud-base.atlassian.net/browse/LS-162
https://cloud-base.atlassian.net/browse/SWPROJECT-1536
https://cloud-base.atlassian.net/wiki/spaces/SWH/pages/2238185491/Accommodation+Provider+Payments
Background
LSE running very old batch payment system, code due to be deprecated.
Batch payments based on Credit Notes generated on Booking.
New system live in org, just needs to be configured.
Batch payments based on Placements
Generation of Credits on the Accommodation Account can remain, but note these are not related to the batch payments system as they are generated at point of Booking, not Payment.
New system superior - would save a lot of time in current manual process, including BACS file to upload to bank.
Details of Current LSE Process
From Ben:
What Julia has been doing each month is to give me a report in a spreadsheet a list of host families with student and the amount to pay, by each student they host.
I then compile the names of host families together with the amount to pay into a bank file. After making payments to host families, I go to SW to allocate payments to each of the students, reconciling back to Julia’s spreadsheet.
Barclays - currently use a Txt file.
Have gold and silver homestay, and board options.
Residences paid fixed fee, not related to placements.
Change Accommodation payment prices in line with fee increases, by calendar year.
Accommodation providers should be paid the amounts relevant to the placement, not the booking.
Ben creates a PAY ref on each Accommodation Account to reconcile the Credits owed.
Paid monthly currently.
every 28th of the month paid for the month, including the current week, so sometimes 4 weeks, sometimes 5.
Challenging at the moment to check amounts for the full month.
Providers would prefer more frequent payments.
Switch to fortnightly?
Configuration
Check all Cost Services in place for all Services requiring payment
Including PriceItem/Prices up to date, rounding rules configured.
Check Accommodation Accounts:
Accommodation Payment Service
If requirement to deliver multiple Services at different prices: Supplier Services
Accommodation Payment checked
Bank details inputted.
Configure Batch Payment Rule
Understand terms of payments - period, period prior/post, units, recurrence
Configure Finance Nominal record
Configure Batch Email Remittance advice
Configure required Reports.
Agree switch date.
Placements to be marked with last payment date
Sample batch to check against current process.
Test bank upload
Go live
Actions
Batch to be processed on 27/10/2023, which covers placements up to 29/10/2023.
RT to update Payment Last Date for all active placements to 29/10/2023.
Run first batch on 08/11/2023 to cover period up to Sun 12/11/2023.
Send meeting invite 08/11/2023 11am.
RT to create batch payment rule to test.
RT to check Finance Nominal record
RT to configure payment remittance batch email.
accommodation@londonschool.com - send PostMark verification
RT to show email logs
Test in next meeting
RT to configure core reports (as per Clic - https://schoolwork-7239.lightning.force.com/lightning/r/Report/00O7Q000005Z9aiUAC/view?queryScope=userFolders)
RT to check permission around Batch POST.
Confirm process, e.g.:
Julia to create batch
Check all placements appear
Check all amounts are correct
Press To Pay
Make any manual amendments where required.
Save
Notify Ben that the batch is correct & ready to pay
Ben exports file, uploads to bank and pays
Ben makes the batch as Paid
Ben posts the batch
Notify Julia
Julia sends the remittance batch email
Ben creates PAY refs on accomm accounts against Credit Notes.
Ben & Julia to read through KB articles: