Accommodation Batch Payments Meeting Minutes - 02/02/2024
Date: |
08/11/2023 |
Location: |
Online |
Present: |
LSE: Ben O, Julia S, Alkesh P SW: Richard T |
Apologies: |
N/A |
Minutes
Alkesh - new bank account is now “live”
Just one account going forwards
Edward has changed bank details on documents.
May be some clients that may pay into old account.
Finance Nominal record with new details
Two bank account nominals for time being, for selection in receipt and payment
Rich to set up new nominal
Ben to consider this in any operations and reporting going forwards.
New details:
30-65-41
48764368
London School of English/London
Just paid Jan up to 28/01/2024.
Rich updated Last Payment Date on relevant Placements to 28/01/2024
Sample batch generated: FB-000502
Confirmed Process
Client to review KB article explaining process: https://cloud-base.atlassian.net/wiki/spaces/SCHOOL/pages/329875457/Accommodation+Batch+Payments
Julia to create batch
Check all placements appear
Check all amounts are correct
Check against Journal Report: https://londonschool.lightning.force.com/lightning/r/Report/00OQ5000003VTHIMA4/view?queryScope=userFolders
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
Rich
Switch off multi-currencies in batch dialogue
Remove old accomm payment rule in batch dialogue
Add Finance Details tab to Accomm Account in Lightning
Investigate adding Report tab to Accommodation Account showing all Posted/Paid batch journals to Account.
Investigate “Deferred Costs” to be able to look at liability of future host payments.
Would like to be able to see this by Account if possible.
For information useful, but necessary for Accounting.
When transition complete, look at switching off generation of Credit Notes.
Julia
Test batch - checking all Account, Placements, Dates, Amount
Check batch email
Run batch email manually for transition. Once happy with config, change to automated email sent fortnightly, ensuring report returns only where isPosted is True.
Check 2 reports:
Batch journals by Account: https://londonschool.lightning.force.com/lightning/r/Report/00OQ50000073ZWgMAM/view?queryScope=userFolders
Batch journals by Batch: https://londonschool.lightning.force.com/lightning/r/Report/00OQ5000003VTHIMA4/view?queryScope=userFolders
Alkesh/Ben
Test bank file export (using FB-000501), send through any problems to support@schoolworks.co.uk
Transition Plan
Agreed to pay hosts as now on 28/02/2024, covering placements up to 03/03/2024.
Test up
Look to transition from 03/03/2024 onwards.
Other
Xero Integration
Alkesh to contact Brett on SWPROJECT-1639
Raise Ticket for Brett, copying Alkesh/Ben:
Why is there a separate ML Bank Account nominal? Client does not need a separate bank account. Potentially VAT reasons to have a separate Organisation, and therefore separate bank nominal account.
Date of Next Meeting
21/02/2024, 10am - Rich to send invite.