How Do I Update Voluntary/Compulsory Tags?
Access: Payable Administrators
The voluntary/compulsory tag helps you accurately report on payment requirements for your payables. This article explains what the tag means, why it matters, and how to update it.
What Does This Tag Mean?
This tag relates to whether the payment itself is voluntary or compulsory:
● Voluntary (Yes): The payment is optional. Parents/caregivers can choose whether or not to pay.
● Compulsory (No): The payment is required. If a student has signed up for or is participating in the activity, the payment must be made.
Important: This doesn't
necessarily mean students have to participate in the activity (like
sports or a trip). Students can choose whether to participate. However, if
they've signed up for it, then the payment is compulsory.
Note: Certain items,
such as school trips, will depend on your school policies and whether you
participate in the government donation scheme. We recommend checking with the
Ministry of Education guidance for any clarification on what should be marked
as voluntary or compulsory. Why Does This Matter?
Accurate tagging ensures your reports correctly show the breakdown between voluntary and compulsory payments. This helps with:
● Financial planning and budgeting
● Ministry of Education reporting requirements
● Transparency with parents and the Board
● Understanding your revenue streams
Where Can I See This Setting?
The voluntary/compulsory status is visible against each payment request item on your Payable Catalogue. You can:
● View it at a glance in the main catalogue table (including filtering to either one for quick scanning)
● Export your catalogue with this column included for easier review
● See it reflected in your reporting
How to Update the Tag: Manual Method
For schools with a small number of payables to update, you can do this manually:
Step 1: Navigate to Payable Catalogue
Go to your Payable Catalogue and identify which payables need updating
Step 2: Update Current Payables
For current payables, simply edit the payable and update the tag directly
Step 3: Update Historic Payables
For historic payables, you'll need to:
1. Change the payable status to 'Current'
2. Edit the payable, updating the voluntary/compulsory tag
3. Change the status back to 'Historic'
How to Update the Tag: Using the Export Option
If you prefer to review everything in a spreadsheet:
1. Export your Payable Catalogue (the export includes the IsVoluntary column)
2. Review the IsVoluntary column and identify which payables need updating
3. Update payables individually following the manual method above
Need Help with Bulk Updates?
If you have a large number of historic payables to update, we can help with a bulk upload:
1. Export your Payable Catalogue
2. Update the IsVoluntary column in the spreadsheet with the correct values (Yes for voluntary, No for compulsory)
3. Email the updated spreadsheet to our helpdesk
4. We'll process the bulk update for you. Please allow a few days for this to be processed.
Note: This service is
particularly useful for schools with extensive historic data.Tips for Reviewing Your Payables
● Start with 2025: Ensure your current year payables are correctly tagged first. These will serve as a reference for historic payables.
● Look for patterns: Items with 'donation' or 'contribution' in the name are typically voluntary (payment is optional). Activities like sports, music, and take-home components of subjects are typically compulsory (if enrolled, payment is required).
● Check donation receipts: If a payable has a donation receipt attached, it should be marked as voluntary (Yes).
● Ask the key question: 'If a student has signed up for or is participating in this activity, is the payment required?' If yes, it's compulsory (No). If the payment itself is optional, it's voluntary (Yes).
Frequently Asked Questions
We recommend updating historic payables to ensure your reporting is accurate and complete. However, if you only need current-year reporting, you can focus on ensuring your 2025 and forward payables are correctly tagged.
What happens if I don't update the tags?
Your reports may show an incorrect breakdown between voluntary and compulsory payments, which could affect financial analysis and planning. Historic payables created before late 2024 are likely defaulted to voluntary, which may not be accurate.
Can I change the tag for current payables that already have outstanding balances?
Yes, you can update the tag at any time. This won't affect existing balances or payments, but will ensure the payable is correctly categorised in your reporting going forward.
Will this affect how parents see their charges?
No, currently this tag is only for your internal reporting and analysis. It doesn't change how charges are displayed to parents or how payments are processed. We will communicate when this might change.
What's the difference between participation being optional and payment being voluntary?
Participation can be optional (students choose whether to join), but once they've signed up, the payment may be compulsory (required). The tag relates to the payment requirement, not whether the activity itself is optional. For example, sports participation is optional, but once a student joins the team, payment is compulsory.
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