The Scholarship Code Update screen allows you to add a new or update an existing Scholarship Code.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
See Also: Topic Doc - RecTrac Scholarships.
From the bottom of the screen…
Click Save to save your changes. You will be returned to the Scholarship Management DataGrid.
Click Cancel to return to the Scholarship Management DataGrid without saving your changes.
SASCHOLARSHIPUpdate_Tab1
Scholarship Code (SASCHOLARSHIP_Code)
Enter the scholarship code in this field. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating this System Code you will not visit this field.
See Also: Topic Doc - RecTrac Scholarships.
DeleteStatus (SASCHOLARSHIP_RecordStatus)
Expand the Drop-down list to select the status of this Scholarship Code.
- Active
- Inactive
Description (SASCHOLARSHIP_Description)
Enter a description for your Scholarship Code. This field will accept up to 100 alpha-numeric characters.
For Example: Apple Inc. Scholarship
DeletePermissions (SASCHOLARSHIP_Permissions)
Click in the Combo Box icon to select the Permissions code(s) you want to apply to this Scholarship Code.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
GL Code (SASCHOLARSHIP_GLCode)
Click the Picklist icon to select the General Ledger Code you wish to link to this Scholarship Code. Transactions linked to this Scholarship Code will be recorded against this GL Code.
DeleteCost Center (SASCHOLARSHIP_CostCenter)
Click the Picklist icon to select the Cost Center you wish to link to this Scholarship Code, if any. Transactions linked to this scholarship code will be recorded against this Cost Center Code.
DeleteOriginal Amount (SASCHOLARSHIP_OriginalAmount)
Enter the value which equals the original amount of the scholarship. This is the amount of the endowment and/or grant from the originating agency.
For Example: Apple Inc. awards you a $5,000.00 endowment to be used at your discretion for members who enroll into your programming and computer-related skills activities. You would enter 5 000.00" in this field.
DeleteAmount Used (SASCHOLARSHIP_AmountUsed)
IF you are adding a new Scholarship Code and IF a portion of that scholarship has been awarded to members in your database, enter the amount awarded in this field.
IF you are adding a new Scholarship Code and IF none of that scholarship has been awarded, enter 0.00" in this field.
This field displays the amount of this Scholarship that has been used as payment which may be different from the amount that has been issued only. For Example: The Origininal Amount of the Scholarship was $1 000.00. $500.00 has been issued to patrons in your database. Of the $500.00 issued $300.00 has been used as payment. This field will display $300.00
DeleteAmount Available (SASCHOLARSHIP_AmountAvailable)
You will not visit this field.
This field displays the amount of the original scholarship which remains. The system arrives at this value by subtracting the Amount Used from the Original Amount.
Note: The Amount Used field displays the amount of the Scholarship that has been used as payment which may be different from the amount that has been issued. For Example: The Original Amount of the Scholarship was $1 000.00. $500.00 has been issued to patrons in your database. Of the $500.00 issued $300.00 has been used as payment. The Amount Used field will display $300.00. This field will display the difference of the Original Amount less the Amount Used or $700.00.
Expiration Date (SAScholarship_ExpirationDate)
Select the expiration date for this Scholarship Code. The system will cease remittance using Scholarships issued from this Code after to this date. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary. If your Scholarship never expires enter a date in this field that is far into the future as this field cannot be left blank.
Comment Text (SAScholarship_Comments)
Enter any miscellaneous comments associated with this Scholarship Code in this field. This information can be included on the Scholarship Listing report, if desired.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteMax Amount Per Transaction (SASCHOLARSHIP_TransactionMaxAmount)
Enter a value equal to the maximum dollar amount per transaction for which this Scholarship Code may be used, if any.
For Example: You award Scholarships from the Apple Inc. Scholarship fund in $100.00 increments. You enter 20.00" in this field. Loretta Martin is awarded a scholarship. The maximum amount of her scholarship that she can use for any one transaction is $20.00.
If no maximum applies then leave the field blank. The system will skip it.
DeleteMax Percent Per Transaction (SASCHOLARSHIP_TransactionMaxPercent)
Enter a value equal to the maximum percentage of a fee that can be paid per transaction using this Scholarship Code, if any.
For Example: You award Scholarships from the Apple Inc. Scholarship fund in $100.00 increments. You enter 20.00" in this field. Loretta Martin is awarded a scholarship. The maximum amount of a fee for which she can remit using this scholarship (per transaction) is 20%.
Full percentage rates start on the left-hand side of the decimal. For Example: 20% would be entered as 20.00. 25.5% would be entered as 25.50.
If no maximum applies then leave the field blank. The system will skip it.
DeleteDeduct Usage From Member Balance (SASCHOLARSHIP_DeductUsageFromHousehold)
Select this option if you want to link Scholarships amounts from this Code to individual Family Members and/or Households.
De-select this option if this Scholarship Code is for general use and therefore NOT linked to individual Family Members or their Households.
- Options Selected - When this option is selected, you use the Family Member Scholarship Management program to add Scholarship balances to Family Members. When remitting for purchases using a Scholarship Payment Code the Payment Screen will list the Scholarship(s) available to the Family Member and their current balances.
- Option De-selected - When this option is de-selected the scholarship is treated as a General Use fund that anyone can use for payment. You do not use the Family Member Scholarship Management program and you do not post Scholarship amounts to individual family members. Rather when you get to the Payment Screen and select a Scholarship Payment Code a picklist populates with the "general use" Scholarship Codes and the amount remaining on them. These types of Scholarships can be used by any household in your database and/or for Daily Sales.
Notes: If your intention is to use Scholarships at the "Household Level" as opposed to the "Family Member Level select this option to ensure you link Scholarships to Family Members and then go to your Payment profile and enable the option to Allow Scholarship Use Across Family Members.
When this option is selected a family member's/household's Remaining Scholarship Balance will print on receipts.