💰 ALE Managing the Ledger Transactions System (Connect)

The ALE application includes a set of monitoring tools to track per-student expenses. Per OSPI guidance, these are internal tools only, and none of this data is shared with parents or students within the ALE application.

If your program is using the ledger to track debits from a specific student allocation, the first task is to set the monthly amount for each student based on their FTE enrollment in the Data Administrator Role. If you are only tracking debits, you can skip this step. 

Helpful Resource: 🗃️ALE Manage Ledger Allocations (Connect)

Ledger on Student Learning Plan 

Each student’s Learning Plan includes a Ledger that lists all debits and credits. 

Role: Certificated Teacher, Program Manager, Registrar

1. Click My Student Learning Plans or All Student Learning Plans in the left navigation.
2. Click the magnifying glass in the student column to open the Manage Student Learning Plan page.

3. Select the Tracking tab at the top of the page and choose Ledger from the dropdown menu.

4. Individual transactions can be edited or deleted here by clicking the Row Actions & Options Gear depending on the role. 

Establishing a “Fee” for Classes that surfaces on the Ledger

Role: Certificated Teacher, Registrar

When creating a Class, a Class Cost for the class as a whole or a Class Cost Per Meeting can be entered.  

If the Class Cost field is used during class registration, the total amount will be automatically recorded as a debit in the student ledger. If the Class Cost is adjusted on the Manage Class details tab after students have been enrolled, the entries on the student ledger will be automatically updated based on the student's class enrollment record.  

If the Class Cost Per Meeting field is used, the number of class meetings set based on the established schedule will be deducted from the student ledger when they register for the class. For example, a class meeting ten (10)  times during the year, with a Class Cost Per Meeting of 2.00, would create a -$20 debit entry on the Student Ledger. If the class schedule change results in the addition or removal of class meetings, the class cost debit entries on the student ledger will be automatically adjusted accordingly.

If the student unenrolls from the class before the first class meeting, the associated class cost debit entry will be removed from the ledger. If they unenroll from the class after the first day, the charge will remain, and adjustments will need to be made manually via the Secretary Manage Ledger Transactions page.  

Secretary: Manage Ledger Transactions

This tool lists all ledger transactions that can be filtered by school year, student, or even class.  

1. Start under Manage in the left navigation and choose Manage Ledger Transactions. 
2. Use the Data Settings Drawer to the far left to manage the school year. Click the magnifying glass, then the checkbox to the left.
3. Alternatively, click the Edit Page Data Settings button to the right of the title to manage the school year.

4. Click Add Credit.
   1. Click the magnifying glass in the Student Learning Plans field, click the checkbox next to one or more students, and click Accept.
   2. Select Yes or No from the Divide Costs Between Multiple Plans dropdown menu.
   3. Fill in the Description and Notes fields.
   4. Select the  Transaction Date.
   5. Fill in the Amount numerically.
   6. Fill in the Purchase Order field.
   7. Select Yes or No from the Completed? dropdown menu.
   8. Click Save.

5. Existing entries can be edited by clicking the Row Actions & Options gear at the right, selecting Edit, and then selecting Update when finished.

Recording a Debit for Multiple wSLP/Students at Once

1. Click Add Credit/Debit in the top right.

   Click the magnifying glass in the Student Learning Plans field, then select all wSLPs/students to be debited by checking the checkbox to the left. Select No for the "Divide costs between multiple plans?" dropdown menu.  Optionally, fill in the Description. Fill in the Transaction Date and the Amount. Enter the dollar amount that will be debited to each wSLP/Student. Fill out all other fields as desired. Click Save

Splitting a Debit Between Multiple wSLP/Students at Once

1. Click Add Credit/Debit in the top right.

   Click the magnifying glass in the Student Learning Plans field, then select all wSLPs/students to be debited by checking the checkbox to the left. Select Yes for the "Divide costs between multiple plans?" dropdown menu.  Optionally, fill in the Description. Fill in the Transaction Date and the Amount. Enter the total dollar amount to be split among each wSLP/Student. Fill out all other fields as desired. Click Save

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