Accommodation Batch Payments Meeting Minutes - 08/11/2023
Date: |
08/11/2023 |
Location: |
Online |
Present: |
LSE: Ben O, Julia S, Alkesh P SW: Richard T |
Apologies: |
N/A |
Minutes
Previous minutes on this topic: https://confluence.external-share.com/content/e807e31e-ce64-4cf0-bfe2-172e7dba8750/2290319361/2376597505
Alkesh - Moving bank to Lloyds Bank in next 6-8 weeks.
Bank accounts not live yet.
Alkesh to notify when bank portal is live.
Will need to create new Finance Nominal for the new Bank Account to select when exporting the file.
Confirmed switch to fortnightly payments.
Would like to include 1 preceding night and 1 trailing night as part of the main week batch.
Intend to process payments on the Friday (amount to land with provider following week).
Julia confirmed:
Price of extra night £50 (same amount charged to customer as paid to provider).
Existing rounding rules OK.
Knowledgebase articles: https://cloud-base.atlassian.net/wiki/spaces/SWH/pages/2238185491/Accommodation+Provider+Payments
Confirmed Process
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 with batch number
Ben exports file, uploads to bank and pays
Ben marks the batch as Paid
Ben posts the batch
Notify Julia
Julia sends the remittance batch email
Actions
RT to configure payment remittance batch email.
Julia to send through desired email content (to projects@schoolworks.co.uk)
Send test of existing template to Julia.
Send from accommodation@londonschool.com - send PostMark verification
Run manually for transition. Once happy with config, change to automated email sent fortnightly, ensuring report returns only where isPosted is True.
Client confirmed OK to switch off the existing Credit Note generation; remove FAB fields from Account.
Look at creating report to show liabilities for accommodation provision going forward.
RT to update the payment rules to include the leading and trailing days.
RT to check permissions around editing of “This Payment” amount.
Would prefer not to allow the amount to be edited
Have existing process to deal with anomolies
RT to configure core reports (as per https://schoolwork-7239.lightning.force.com/lightning/r/Report/00O7Q000005Z9aiUAC/view?queryScope=userFolders)
Other
Xero Integration
Alkesh would like to understand what level of integration is possible with Xero.
He would like to review existing process of moving finance data from Schoolworks to Xero, to see if there are any improvements/efficiencies to be made.
RT to broker a meeting with Brett & Alkesh (Alkesh.Popat@londonschool.com)
Date of Next Meeting
Tues 05/12/2023
Catchup
Confirm bank account switch
Agree transition date/plan