I have a question about the use of seasons when setting up fees. Some of our current fees are assigned to a number of old seasons that are now inactive. It appears that the relevant portion of the fee setup is the GL each fee is assigned to.
Does anyone know if it would be problematic to create a generic season of "Education Fees" that could be used for all of these fees? I'd like to be able to modify the FY and name of new fees for each new year and not have to create updated seasons to match. If we did create a generic season, we would create the entry in TR_SEASON and have an end date far off into the future. Would we have to change the FY in TR_SEASON every year?
The fiscal year recorded for fee GL transactions comes from the campaign you assign it to not the season. The fiscal year you type in for a fee is just used to control which seasons are considered when you set the season to (all in fyear), i.e. performances and packages from any season with that fiscal year are listed on the rules tab.
The season you select is only used to control which performances and packages are considered for rule based fees. If it is a rule based fee, whatever season you use has to have the performances and packages in it that you want to trigger the fee. Even when you select all performances or all packages, it is only going to consider the performances or packages in the season you select. So your generic season probably wouldn’t work for a rule based fee.
If the fee is a User-Defined fee the season (and the fiscal year really) don’t matter. You could just pick any existing season and then never worry about it again. The campaign you use for the fee would matter, though. You would need to change that each year in order for the fiscal year on the fee to be right for GL postings. Either that or use a generic campaign on which you change the fiscal year each year. I think changing either the campaign on the fee or the fiscal year on the campaign wouldn’t hurt reporting, but I’m not 100% confident. I would do some testing before you move forward on that.
Probably the safest thing is just to use the Copy function to create a new fee each year, so you can pick the new campaign each year without any worry about affecting the old fee. Copying a fee is pretty fast and easy. You can also inactivate the old fee after you create the new one.
Kevin Sheehan
Documentation & Learning Resources Specialist
Tessitura Network
1 888 643 5778 ext 329 Office
ksheehan@tessituranetwork.com