Scenario:
1. How do I add multiple transactions at once?
2. Is there a way to add transactions for every student in a class?
3. How can I add a transaction to multiple students?
Solution:
For many schools, adding transactions to multiple students or multiple groups of students is a common occurrence. Rather than creating transactions one at a time, it is faster and easier to create a Batch Transaction instead. In the same way that Gradelink allows schools to send emails to students in specific classes or grade levels, Batch Transactions allow schools to generate transactions for multiple students based on specific criteria.
To get started:
- Go to the Financial tab
- Make sure that the Ledger sub-tab is selected
- Click on "Batch Transactions"
You'll now be on the Batch Transactions page. To add a Batch Transaction, you'll need to do two things:
- Select students using the "Student Grid" at the top of the page
- Fill out details about the transaction using the "Transaction Form" at the bottom of the page
By default, the grid will display "All Active" students, but you can apply various filters in order to narrow down your selection. For example, you could use the "Grade" filter to only include students in a particular grade level, and you could use the "Classes" filter to only show students in a specific class.
Only students that meet ALL active criteria will be shown. For example, if you set the "Grade" filter to only show Kindergarten students, and you set the "Classes" filter to only show students enrolled in a 5th Grade class, you will only see students that are in Kindergarten AND enrolled in a 5th grade class.
Once you've finished applying filters, all you need to do is check or uncheck the boxes that appear to the left of each student's name. The number of currently selected students appears in blue directly below the Student Grid.
After you select your students, it's time to enter details about the transaction using the Transaction Form that appears at the bottom of the page.
To create a Batch Transaction, there are four required pieces of information: the Date, the Session that the transaction belongs to, the Transaction Type, and the Amount that the transaction is for. These fields are marked with an asterisk to help remind you to fill them in. It's important to note that by default, Gradelink will not allow you to create a Batch Transaction for a date that is outside of the open Billing Period in the current Session, although that behavior can be adjusted.
Note: Are the Session and/or Transaction Type menus showing up empty? If so, this means that you need to configure Billing Sessions and Fees/Types for your school. For more information about Billing Sessions, please click here. For more information about Fees/Types, please click here.
Reference # and Memo are both optional fields, but they can be helpful for providing additional information about the transaction.
Once you finish entering the required information, click "Add Batch Transaction". This will bring up a confirmation window summarizing details about the Batch Transaction. If everything looks correct, click "Yes" and the transaction will be created.
Note: This process is only for adding Batch Transactions to individual students. If you'd like to add Batch Transactions on a Per Family basis, you'll need to use a slightly different process. For more information, please click here.