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Group Income and Reimbursement

Introduction

These functions within the EPOS system can be used for Sports and Societies, to allow them to make advance purchases and pay in money directly to their accounts.

I want to process a donation from a Sport or Society at Reception…

Please Note: The below functionality will only work if the Student scanned into the till has an active membership in the Group.

  1. Scan the Student Card (or enter Student ID number manually);
  2. Click the light blue ‘Other’ button in the bottom right hand corner;
  3. Click the ‘Group Income’ button;
  4. Select the relevant Group;
  5. Select the relevant coding for the account;
  6. Key in the amount being paid in;
  7. Click ‘Submit’;
  8. Cash off the till as normal;
  9. This then goes into SUMS as a transaction, to be logged and processed by the relevant department.

How can I view a record of all Group Income transactions?

  1. Within the EPOS module, select ‘Group Pay In’;
  2. Here you will see a list of all Group Income transactions that have been completed via a till, including:
    1. Transaction ID;
    2. Member;
    3. Amount;
    4. Till;
    5. Date;
  3. To see further details regarding the transaction, click the green ‘View Transaction’ button;
  4. Here you will be able to see a more detailed breakdown on the transaction, including:
    1. Payment Method;
    2. VAT Breakdown;
    3. Company, Department and Nominals totals;
  5. At the bottom of the page, you will also have the options to:
    1. ‘Print’ the details of the transaction;
    2. ‘Re-assign Selected Items’ – select the relevant items from at the top of the page to re-assign;

Note: Ignore the ‘Mark as Delivered’ button as this does not apply to Group Income transactions.

I want to reimburse a student from a Sport or Society for a purchase from their account…

Please Note: The below functionality will only work if the Student scanned into the till has an active membership in the Group.

This process allows you to reimburse a student, so that it is taken directly from their specific accounts rather than being refunded from the Students’ Union.

  1. Scan the Student Card (or enter Student ID number manually);
  2. Click the light blue ‘Other’ button in the bottom right hand corner;
  3. Click the ‘Group Reimbursement’ button;
  4. Select the relevant Group;
  5. Select the relevant coding for the account;
  6. Key in the amount being paid out;
  7. Click ‘Submit’;
  8. Cash off the till as normal;
  9. This then goes into SUMS as a transaction, to be logged and processed by the relevant department.

Updated on 1st July 2021