Private Pay After School Transfer

Instructions for Completing the Private Pay After School Transfer

1. Log in to Brightwheel:
   • Go to Brightwheel.
   • Log in using your staff credentials.
2. Access Reporting:
   • Once logged in, navigate to the left-hand side of the page.
   • Click on "Reporting".
3. Generate the Deposits Report:
   • Open "Reports".
   • Under "Billing Reports", select "Deposits".
   • Set the start date to the first of the month and the end date to the last day of the month.
   • Click "Apply Filters".
   • Export the report as a .csv file.
4. Open the Report in Google Sheets:
   • From your email, open the downloaded .csv file as a Google Sheet.
   • Sort the sheet by Student Name in ascending order (A to Z).
5. Prepare the Private Pay After School Transfer Template:
   • Open the Private Pay School Age Transfer Template.
   • Click on the most recent tab.
6. Compare and Categorize Students:
   • Compare the names from the newly downloaded .csv with those on the Private Pay After School Transfer Template.
   • In Column G, indicate "PreK" (Preschool) or "AS" (After School) for each student.
     • If a student is not on the previous list from the Private Pay After School Transfer Template, go to Brightwheel and search for the student to determine if they are a PreK or After School child.
7. Duplicate the Tab:
   • Duplicate the most recent tab on the Private Pay School Age Transfer Template.
   • Rename the duplicated tab to "Deposit Report [yyyy-mm-dd]" with the current date.
8. Update the New Tab with Categorized Data:
   • Once Column G is completed for all children on the newly downloaded .csv, copy and paste all the information into the duplicated tab in the Private Pay After School Transfer Template.
   • Ensure you paste the data starting from the same cell range as in the original tab.
9. Check Calculations:
   • Verify that the formulas at the bottom of the sheet, located under columns C & D, which calculate the After School, PreK, and Total amounts, were not overwritten by the imported data.
   • If they were, copy those cells from the previous tab and paste them into the bottom of the newest tab.
10. Verify Totals:
    • Verify that the total of Column E matches the total in the calculation box.
    • If the totals do not match, ensure every line in Column G has either "PreK" or "AS" spelled correctly
11. Create a Journal Entry in Aplos:
    • Log into Aplos
      • Go to "Fund Accounting".
        • Click on "Transactions".
        • Select "Journal Entry".
        • Set the date as the last day of the month.
        • In the Memo field, enter: School Age Private Pay Transfer [Month Year].
        • For the first entry:
          • Account: 4005 - Sprouts Tuition
          • Fund: 3000 - General
          • Debit: [School Age Amount]
          • Department: 100.6 - Pre K School Year
        • For the second entry:
          • Account: 4005 - Sprouts Tuition
          • Fund: 3000 - General
          • Credit: [School Age Amount]
          • Department: 100.4 - School Age
        • Click "Post".