Draft for validation. Please review with Sue or the named owner. Corrections will be captured in workshop registers — not edited on this page.
PF19 — Half-yearly charges to boys + accountant export
| Field | Detail |
|---|
| Features | F19, F22, F02 (placed), F20 (scholars), F16 (hire) |
| Primary owner | G01 Sue |
| Frequency | Half-yearly (16 + 14 lessons); ad hoc adjustments |
| Source | Session 3; Monday-Analysis.md §12 |
| Status | Draft — validate with Sue; finance Wed |
Purpose
Generate parent-facing lesson charges on a 16 + 14 annual split, reconcile by teacher before export, and send Excel to John Chuanu (accountant). Separate Excel paths for consumables (Fran) and AMEB/accompanist batches.
Trigger / when
| When | Event |
|---|
| Half-yearly | Sue runs Generate Half-Yearly Charges to Boys’ Accounts |
| Annual | Lesson charge rates table refreshed (BR-U29?) |
| Ad hoc | Stops, assembly periods, mid-year adjustments (M18) |
| After | Boy must be placed with teacher for charges to generate (BR-U26?) |
Who is involved
| Role | Does what |
|---|
| Sue | Generate, reconcile by teacher, adjust, export Excel |
| John Chuanu | Receives Excel; uploads to parent accounts system |
| Parents | View charges on school accounts web (out of FM) |
| Fran | Consumables — separate Excel path (F46) |
| Finance (Wed) | May validate payroll vs charges alignment |
Process steps (happy path)
- Confirm boys placed with teacher and lesson lengths set for the year.
- Sue runs Generate Half-Yearly Charges (16 lessons first half, 14 second — BR-U23).
- Charges use total minutes (40 min standard; 35 min assembly Friday — BR-U28?).
- Sue reconciles by teacher on screen (RP14) — checks outstanding list (RP15).
- Scholars: charge then credit pattern (BR-U01).
- Hire fees may bundle with half-yearly lesson export (Session 3).
- Sue clicks export → Excel to John Chuanu (not CSV — Sue corrected transcript).
- Accountant loads to parent billing; parents see balances externally.
Variations & exceptions
| Situation | What happens |
|---|
| Boy stopped mid-term | Adjustment lines (e.g. 7 lessons only) — after stop governance (PF02) |
| Assembly / pride day | Manual charge adjustments (M18) — which weekday? (§16 #16) |
| Scholar | Rebate/credit |
| Consumables | Fran → separate Excel (not this button) |
| AMEB / accompanist | Separate batch Excel ($119.63/hr — BR-U33?) |
Outside FileMaker
| Item | Ref |
|---|
| Excel to John Chuanu | F22, I09, M19 |
| Parent school accounts portal | I## parent web |
| Consumables Excel | F46, M20, Fran |
Business rules (draft)
| ID | Rule |
|---|
| BR-U23 | 30 lessons/year; bill 16 + 14 half-yearly |
| BR-U26? | Charges only for placed boys |
| BR-U27? | Stop only after pay + charges reconciled |
| BR-U28? | Minute-based charges incl. assembly |
| BR-U29? | Rates table yearly refresh |
| BR-U01 | Scholar charge/credit pattern |
Pain points / risks
| ID | Note |
|---|
| PP19 | Charges UI clunky |
| R06 | Depends on Sue + John Chuanu + Excel |
| R17 | Late stop → retrospective credits |
Open questions (validation)
- Exact FM button name for accountant export (§16 #13).
- End-of-term count vs half-yearly screen — same or different? (§16 #15).
- Hire always on same export as lessons?
- Finance: who signs off after Kristen left?
Register links
F19, F22, F20, F16, F02, BR-U23–29, RP14–18, M17–21