Settings in Rise School Management

Company Settings

To create a company:
  1. Navigate to Quick menu > Settings.
  2. Go to the Company info tab.
  3. Enter the Company name, address information, Registration number, name of the responsible person and their contact information, a company website, and other.
  4. To upload the logo, click Upload logo > Select from disk > OK.
  5. Click Save to save what you’ve done or Save and close to complete.

Accounting Settings

In the Accounting settings, you can set up the default GL accounts of your company. These accounts will be prefilled in business documents by default.
To specify the accounting settings:
  1. Navigate to Quick menu > Settings.
  2. Go to the Accounting settings tab.
  3. Enter the First month of your fiscal year.
  4. Enter the Default currency.
  5. To use more than one currency, select the Multi-currency checkbox.
  6. Specify all the Default GL accounts you have. If you have several accounts of the same type, and their use will vary per each document or per inventory item, you can leave the corresponding fields blank. If you don't have some of the accounts and are not going to use them in your business, leave them blank as well.
  7. To have only one set of the transactions (debit or credit), select the Unbalanced G/J entry posting checkbox. It is recommended to leave it cleared in order to avoid problems with your financial statement at the end of the year.
  8. To add departments, projects, and classes to the system, select the Accounting by departments, projects or classes checkboxes.
  9. Click Save to save what you’ve done or Save and close to complete.
Closing the books
Closing the books helps you prevent changes to transactions dated prior to the closing date. It will be done at the end of the year on the Closing date you have specified.
You can specify a closing date per each module by selecting the Specify closing date per module checkbox and choosing the modules you need.
Anyone who tries to save changes must either acknowledge a warning or enter the password to save the change. For this purpose, specify a Closing date warning type (Only warn or Warn and require password).

Bank Settings

To specify the bank settings:
  1. Navigate to Quick menu > Settings.
  2. Go to the Bank tab.
  3. Specify all the Default bank accounts you have. If you have several accounts of the same type, and their use will vary per each document or per inventory item, you can leave the corresponding fields blank. If you don't have some of the accounts and are not going to use them in your business, leave them blank as well.
  4. If you have a card service provider (such as SnapScan, Yoco, and other), select the Use card service provider checkbox.
  5. To use categorization rules in Bank stream, select the Manage categorization rules in Bank stream checkbox. In this case, when the Bank stream recognizes a reference number, it will automatically allocate it to a specific account.
  6. Click Save to save what you’ve done or Save and close to complete.

School Settings

In the School settings, you can specify the main information about your school and enable additional functions.
To set up your school:
  1. Navigate to Quick menu > Settings.
  2. Go to the School tab.
  3. Specify the District office.
  4. Select your School type: Ordinary School, Elsen, Abet, or Cir 117.
  5. Select Grading: Section 21 or Non-Section 21.
  6. Select your school Fee structure: Non fee paying or Fee paying.
  7. To specify whether your WCED 043 entries are cash basis, select the Individual cash basis setting for WCED 043 entries checkbox. This affects your 043 report.
  8. To use a new form for WCED 043 report, select the Use new form for WCED 043 report checkbox. See the examples of both forms on the screenshot below.
9. Click Student data settings if you want to set up student data:
  • If you want to register adult learners, select the Use adult learner option checkbox. You will then be able to specify whether your learner is an adult learner in the student card.
  • Specify whether you want to see Medical information and Bank and payment details in the student card. These tabs will be added to the student card.
10. Under Administrative Modules, you can set up the following:
  • To enable the Marks section (all the corresponding documents and reports) in the system, select the Marks module checkbox.
  • To book rooms for classes/activities, select the Rooms bookings/Activities calendar checkbox.
  • To register school staff members as counterparties, select the School staff management checkbox.
  • To integrate RSM with the Jumping Fox software, an online tool that assists schools with collection of outstanding accounts, select the Jumping fox (School fee debt collector) integration checkbox.
11. Under Communicator, you can set up:
  • To enable the Communicator functionality, select the Use Communicator checkbox.
  • To create private channels for school staff members so that parents cannot subscribe and see these channels, select the Use of private channels checkbox.
  • To automatically send student's progress report from RSM to parents via Communicator once it is created, select the Send 'Progress reports' to RSC checkbox.
  • If required, enable the Parent's access to child's progress report setting (outstanding payment) checkbox.
  • To automatically send notifications about skipped classes, being late, or early leaves to parents by email, under Attendance notifications, select the Email checkbox.
  • To automatically send notifications about skipped classes, being late, or early leaves to parents by SMS, under Attendance notifications, select the SMS checkbox.
  • To automatically send notifications about skipped classes, being late, or early leaves to parents via Rise School Communicator, under Attendance notifications, select the PUSH checkbox.
  • To upload a logo for School Communicator, click Upload > Select from disk > OK.
  • To display QR code for Rise communicator app in statements, select the Show QR Code for Rise communicator app on the Statement checkbox.
12. Click Save to save what you’ve done or Save and close to complete.
New WCED 043 form:
Standard WCED 043 form:

Sales Settings

To set up sales:

  1. Navigate to Quick menu > Settings.
  2. Go to the Sales tab.
  3. To specify the maximum decimal places for your prices, select the Use price precision checkbox and specify the number of decimals you need in the Price field decimals (max) field. The minimum number of decimals is 2. If you add 3, you can specify your price as 1.555, for example.
  4. Specify all the Sales default accounts you have. If you have several accounts of the same type, and their use will vary per each document or per inventory item, you can leave the corresponding fields blank. If you don't have some of the accounts and are not going to use them in your business, leave them blank as well.
  5. To link your company’s Shopify with the system, select the Shopify integration checkbox.
  6. To create contracts with customers, select the Use contract management checkbox.
  7. Click Save to save what you’ve done or Save and close to complete.

Purchasing settings

To set up purchases:

  1. Navigate to Quick menu > Settings.
  2. Go to the Purchasing tab.
  3. To use duplicate reference numbers in supplier invoices, select the Allow duplicate reference numbers in supplier invoice checkbox. Usually, it is recommended to leave it cleared to avoid duplications.
  4. To accept using duplicate numbers, select the Allow duplicate check numbers checkbox.
  5. Specify all the Purchasing default accounts you have. If you have several accounts of the same type, and their use will vary per each document or per inventory item, you can leave the corresponding fields blank. If you don't have some of the accounts and are not going to use them in your business, leave them blank as well.
  6. Click Save to save what you’ve done or Save and close to complete.

Inventory Settings

The inventory settings help you to manage inventory items. An inventory item represents something that you can buy or sell (or both). An inventory item can be a product or a service, and the attributes that will be assigned will differ depending on this distinction.
To specify inventory settings:
  1. Go to Quick menu > Settings, and then click Inventory.
  2. Specify all the Default inventory accounts you have. If you have several accounts of the same type, and their use will vary per each document or per inventory item, you can leave the corresponding fields blank. If you don't have some of the accounts and are not going to use them in your business, leave them blank as well.
  3. To enable any inventory management feature, select the Use inventory management checkbox.
  4. To enhance traceability of your inventory, you might want to use Lots and serial numbers.
  5. To enable barcodes for items, select the Use barcode checkbox.
  6. To keep records of textbooks you issue to your students, select the Use textbook keeping checkbox.
  7. To create unlimited inventory locations, select the Multi-location checkbox. By default, multi-location is turned off. Note that this feature cannot be disabled if more than one location has been created.
  8. To create assembly items and make assembly builds, select the Assembling checkbox.
  9. To create a separate Shipping document, select Enhanced inventory shipping. The Shipment document is used to record the shipment of an order to a customer.
  10. To create Inventory receipt documents, select the Use item receipt checkbox. This document records inventory, their quantities, and time of arrival of goods ordered using a purchase order. Posting of this document adds the goods to inventory and makes them available for sale, manufacturing activities, or other inventory related actions. If you leave the Use item receipt checkbox cleared, the inventory transactions will occur when the supplier invoice for the purchase order is created and posted.
  11. Click Save to save what you’ve done or Save and close to complete.

VAT Settings

Not all companies are VAT registered and that is why do not need to submit VAT reports to SARS.
Our system deals with both VAT registered and not VAT registered companies.
If you are going to use VAT, you need to activate it in your infobase.
To set up VAT:
  1. Go to Quick menu > Settings.
  2. Go to the VAT tab.
  3. Select the VAT Registered checkbox to activate VAT in your infobase.
  4. Enter the VAT Number.
  5. Enter the Default purchase & sales VAT.
  6. Specify whether the Price includes VAT or not.
  7. Enter the Tax reporting frequency. This is about how often you report your VAT payable to the government. There are 6 different categories in South Africa.
  8. Enter the Tax period end month.
  9. Enter the Tax control account and Tax provision account.
  10. Click Save to save what you’ve done or Save and close to complete.

Fixed Asset Settings

Fixed assets are long-term tangible property or equipment a company owns and uses to generate income. They can be physical objects (like machinery) or non-physical (like trademarks). These assets are not expected to be sold or used within a year and are sometimes recorded on the balance sheet as property, plant, and equipment.

To set up fixed assets:
  1. Go to Quick menu > Settings.
  2. Go to the Fixed assets tab.
  3. Select the Use fixed assets checkbox.
  4. Specify the Default department for fixed assets.
  5. Specify all the Default fixed asset accounts you have. If you have several accounts of the same type, and their use will vary per each document or per inventory item, you can leave the corresponding fields blank. If you don't have some of the accounts and are not going to use them in your business, leave them blank as well.
  6. Click Save to save what you’ve done or Save and close to complete.

System Settings

System settings are almost the first thing to specify when you set up the system. You can access them by going to Quick menu > Settings > System settings. Within this System settings tab, you can set the following basic settings for your app:
  • To create custom fields in reports, select the Use custom fields and data checkbox. Custom fields allow a user to create additional attributes to identify or group their customers.
  • To specify the possible number of decimal places, enter the value in the Quantity field decimals field. For instance, 1 for 1.0, 2 for 1.00, 3 for 1.000, etc.
  • Select the Default UoM Set or create a new one by clicking a green plus. In this window, enter a Set name, a Base unit name, and an Abbreviation.
  • In the Email settings section, enter your Email account you will use to send out emails from the system. You can also select the Use bulk mailing checkbox to send emails from the system to all your counterparties. To add email addresses to which copies of all sent emails will be sent, select the Include the following emails in all CC fields checkbox. Specify these emails in the corresponding field.
  • To specify how many emails you can send from the system per day, enter the number in the Bulk mail daily limit field.
  • To specify how many emails you can send from the system at once, enter the number in the Bulk mail one time limit field.
  • To set up SMS sending from the system, click SMS setting. Specify the SMS web provider, your ID, Username, Password, and Sender name. If you don't have an account in SMS web, click ? to access the website and create a new account there.
  • To see how many SMS you can send, click Check SMS balance. To send more messages, fill up your balance on the SMS web website.
Important: Make sure you click Save to save what you’ve done or Save and close to complete at the end.

Print Form Settings

You can generate print forms of your documents to send to customers. The Print forms settings help you to easily customize print forms to your needs. You can define the size of a print form and the information to display in it.
To set up a print form:
  1. Navigate to Quick menu > Settings.
  2. Go to the Print form setup tab.
  3. On this tab, you can adjust your printed check form size. Printed check form horizontal adjustment offsets the left margin for printing checks in millimeters (for example, -5 or +10). Printed check form vertical adjustment offsets the top margin for printing checks in millimeters (for example, -5 or +10).
  4. Select a print form you want to customize.
  5. Choose the Envelope size.
  6. In the Display section, select the information which you want to see in your print form. For example, Email, Website, etc.
  7. On the Left/Center/Right Footer Column, which is the bottom of our print form, you can specify the additional information to appear in your print form as a Text or Image. For example, banking details.
  8. Add Terms and Conditions / Notes if required.
  9. Click Save to save what you’ve done or Save and close to complete.

Project/Time Settings

In this section, you can enable the Project/Time subsystem. To do that:

  1. Navigate to Quick menu > Settings.
  2. Go to the Project/Time tab.
  3. Select the Use Project/Time subsystem checkbox.
  4. Click Save to save what you’ve done or Save and close to complete.