Funding Entries

Created by Daniel Kamran, Modified on Wed, 14 Feb at 2:04 PM by Hannah Whitaker

The Funding area for Learners is used to help you calculate the funding you need based on a multitude of factors. If you got here looking for the ILR Manager please go to the top of this help centre and find the ILR category.

TABLE OF CONTENTS

Locating the Funding area
Adding a Funding Entry
Opening a Funding Entry
Updating a Funding Entry
Updating Rationale
Adding Contributions
Adding Invoices
Exporting Funding Information
Using Templates

Locating the Funding area

Navigate to Learners -> Funding in the left hand navigation menu. This will take you to a screen listing any existing Funding Entries for Learners, including filters to look back at previous years, different sites or specific Learners.

The list of existing entries will display based on the start/end dates set and the year you have selected on the left hand side (which by default is the current academic year).

In the list you can click on the pencil icon to get the following options:

Option	Description
View Details	Open the full details of this entry.
Copy	Make a copy of this entry to edit. Used often for doing year on year calculations without having to start from scratch.
Audit Log	If you have the necessary permission, see who has made changes to this entry.
Delete	Remove this entry if required.

Information
If applicable, to the left of each entry you may see up to two warning icons. These display if the figures on that entry do not match in certain ways. You can hover over the warning icon to see why it is showing. This helps you identify if you may have miscalculated somewhere.

Adding a Funding Entry

Whilst on the Funding List screen, click on the Add New Entry option at the top. This will open a modal asking you to enter the following information:

Field	Description
Site/Status	These are used simply to filter the Learner dropdown.
Learner	Select the relevant Learner/Learners for this entry.
Programme	Select the relevant Programme this Learner is/will be on.
Sub-Programme	Optional. Select where relevant.
Start Date	Enter a date when this Funding will start to apply from, typically the start of an academic year.
End Date	Enter a date when this Funding will stop applying, typically the end of an academic year OR end of time with your organisation.
Local Authority	Select the relevant LA in regards to the Funding.
Status	Select the relevant status e.g. Contract, Dispute, Awaiting Agreement etc.
Notes	A free textbox to enter any relevant notes as required.
Template	Optional. If you have setup templates (discussed in a section below), you can select one here and it will preload certain Categories and Statements in the Rationale as setup on that template.

When you have finished entering details, click on the Save button and the list will display accordingly.

You can also bulk upload funding entries using the 'Select All' option when creating a new funding entry.

Opening a Funding Entry

First locate the relevant entry in the list, click on the pencil icon and select View Details. This will take you to the screen for viewing and updating the full details of this entry.

This will display the following tabs:

Tab	Description
Main Details	The overall details and costs of this funding entry. It also displays totals calculated from the Rational tab for reference.
Rationale	The Category/Statement breakdown required.
Contributions	Details of any contributions towards this funding entry.
Invoices	Used to record any details of any invoices involved.

Using the Main Details Tab and Updating a Funding Entry

Once you have opened the main details of an entry, you should start on the Main Details tab.

From here you can change the fields you set originally when adding, as well as any overall costs/figures such as the Element 1/2/3 values.

Simply make any changes as required here and ensure to click Save Changes when done.

There are additional fields available to you once a funding entry has been completed, for example you can set the Attendance Pattern using the relevant dropdown. The options in this dropdown are configurable by going to Administration > Standard Values > Funding Attendance Patterns.

There is also an 'Approved By' field which allows you to approve the Funding Details for a Learner. The staff member who approved the entry will appear in this field once completed. In order to approve funding, you will need the permission 'Student - Funding Approval'.

Updating Rationale

Once you have opened the main details of an entry, click on the Rationale tab.

To add a new Statement, click on Add Statement at the bottom. This will ask you to select a relevant Category and Statement from a dropdown. If you have not done so, see the previous article on setting these up. You can also tick to have this statement use the same Start/End date as the funding entry by default. Once saved, this new Statement will appear in the list ready to be edited accordingly.

To edit an existing Statement, click on the notepad icon in the same row.

To remove an existing Statement, click on the trash icon in the same row.

When adding/editing, you will get a modal with the following information:

Field	Description
Statement	Displays the title/label of the Statement and cannot be changed.
Description	By default pulls through the description entered in the setup of the Statement but can be changed accordingly here.
Notes	Free type text box to record any relevant notes.
Delivery	Select if delivery will happen in Residential or School/College.
Fixed Cost	Specify if this Statement has a fixed cost rather than an hourly one.
Hours per week	Specify the number of hours per week required for this Statement.
Weeks per year	Specify the number of weeks per year required for this Statement.
Unit Cost	Specify the hourly rate/unit cost for this Statement.
Learner Ratio	Used with the Staff Ratio to determine how funding may be affected.
Staff Ratio	Used with the Learner Ratio to determine how funding may be affected.
Start Date	Optional. Specify start date for this Statement.
End Date	Optional. Specify end date for this Statement.
Direct Payment Hours per week/Amount	If applicable, specify any hours and amount this Statement receives direct payment.

When you have finished making changes, click on the Save button. The list on the Rationale tab will update accordingly and so too will the totals display on the Main Details tab.

Adding Contributions

Once you have opened up the main details of an entry, click on the Contributions tab. This displays a list of any existing ones you have added.

To add a new one, click on the Add Contribution button underneath the list.

From here you can enter all details for the Contribution including Element 3, schedule and status. The Element 3 figure will be totalled with all other contributions and the Funding List screen will check that this tally matches with what you have entered in the Element 3 field for the main details of the entry.

When you have finished making changes, click on the Save button.

To edit an existing contribution, click on the notepad icon in the same row.

To remove an existing contribution, click on the trash icon in the same row.

Adding Invoices

Once you have opened up the main details of an entry, click on the Invoices tab. This displays a list of any existing ones you have added.

To add a new one, click on the Add Invoice button underneath the list.

From here you can enter all details for the Invoice including Number, date, status and amount.

When you have finished making changes, click on the Save button.

To edit an existing invoice, click on the notepad icon in the same row.

To remove an existing invoice, click on the trash icon in the same row.

Exporting Funding Information

From the Funding screen you have three Export options as seen by the green buttons along the top of the page:

Export Summary
Export Statements
Export Contributions

To Export any of this information, simply click on the relevant button. Clicking on this will export the Summary/Statement/Contributions information of all Funding Entries that are currently on screen, sending an Excel document to your downloads folder.

Using Templates

If you have a generic set of Categories/Statements that applies to most or all Learners, you can use Templates to save you time in setting up the rationale on each entry.

Creating a template can be done in one of two ways:

When on an existing entry, on the Rationale tab you can click on the Save as Template button at the bottom to save the current Rationale on that entry into a new template.
On the Funding list screen, by clicking on the Manage Templates option at the top and using the New Template option.

Option 1 will fill the template automatically with the Rationale that was on screen. Option 2 will create an empty template whereby you will need to edit this.

To edit a template, on the Funding list screen click on Manage Templates to see a list of existing ones on the left hand side. Click on any of these to open the Rationale that has been set for it so far (if you have just created one using Option 2 it will show as empty).

To edit the template, simply add and edit Statements in the same way you would on the Rationale tab. If you need to remove the template for any reason, after selecting it you can click on the Delete Template button at the top.

To use a template, this is done in one of the following ways:

When adding a new Funding entry, select the template in the relevant dropdown.
Opening an existing Funding entry, opening the Rationale tab and clicking on Load Template at the bottom.