DataNova for School Networks
Bill every tuition correctly and bring the board the whole network’s figures.
DataNova bills at the rate the fee resolution allows, applies every payment and builds the board report from the files each school already produces. Our engineers put it to work on each school’s platform and accounting system.
Helping school networks charge what the approved fee resolution allows, know how many students they have and bring the board figures with their source.
Every tuition, at the approved rate.
Billing comes from the fee resolution, and a line that does not match is held before it is charged.
Every payment, applied on its own.
Each family pays with its reference, the payment is applied and the clearance letter comes from the balance.
The board, with the whole network’s figures.
Each school submits its monthly files, and the report comes out with every figure linked to its source.
What changes
What happens in a school today, and what happens with DataNova.
Each row is work repeated every month in every school of the network.
The billing sheet is typed separately and does not match the fee resolution.
The rate comes from the resolution, and a line that differs is held before billing.
Every deposit becomes a receipt typed by hand.
Each family pays with its reference, and the payment is applied on its own.
A bus or lunch change arrives by email and holds up everyone’s billing.
Each area records its change with a date, and a late one moves to the next month.
The registrar withdraws the student in SIMAT, and receivables never hears of it.
The withdrawal reaches receivables, and the clearance letter comes from the balance.
Each document gives a different enrollment count.
One student count by campus and cutoff, matched with SIMAT.
The board report is assembled by retyping closes made with different charts of accounts.
Each school submits its files, and the report comes out with every figure linked to its source.
What it looks like
Each school’s monthly submissions, in one view.
Each school uploads the files it already produces. Each file is accepted or returned with its reason, and the board report comes out when all of them are accepted.
| School | Ledger | Enrollment | Receivables | Payroll |
|---|---|---|---|---|
| School A | Accepted | Accepted | Accepted | Accepted |
| School B | Accepted | Returned | Accepted | Pending |
| School C | Accepted | Accepted | Pending | Accepted |
On what you already have
DataNova runs on each school’s platform and accounting system.
Our engineers connect DataNova to each school’s systems without changing them. Each school keeps its platform and its chart of accounts, and the network reads everything on common lines.
- School platform
- Accounting software
- Payment gateway
- SIMAT
- Cafeteria records
- Spreadsheets
- Email and WhatsApp
The school year
Six stages of the school year.
From the fee resolution to the board report. Start with the stage that costs you most, because each one works on its own.
- 01Fees and rates
- 02Admissions and enrollment
- 03Tuition and other charges
- 04Collections and clearance
- 05Payroll, purchasing and close
- 06Board report
- Stage 1 of 6
Fees and rates
Charge exactly what the resolution allows. Each rate by grade and item is loaded once per school year, and a line that differs is held before billing.
Rates from the resolution
Each amount by grade and item is loaded once and versioned by school year.
Check before billing
A line that differs from the approved rate is held with its reason.
- Stage 2 of 6
Admissions and enrollment
Have one student count, by campus and cutoff. Enrollment, withdrawal and cause are matched with SIMAT, and the registrar sees the family’s balance without writing to receivables.
Single student count
Enrollment, withdrawal and cause by campus and cutoff, matched with SIMAT.
Re-enrollment with the account statement
The registrar sees the family’s balance without writing to receivables.
- Stage 3 of 6
Tuition and other charges
Bill the month without waiting for the changes email. Each area records its change with a date, and what was consumed on the bus and in the cafeteria is matched with what was charged.
Changes recorded by each area
Bus or lunch sign-ups, changes and withdrawals are dated, and a late change moves to the next month without holding the batch.
Consumed against billed
Cafeteria records and bus lists are matched each month against what was charged.
- Stage 4 of 6
Collections and clearance
Apply every payment and collect every balance on its date. Each family pays with its reference, the collections policy runs on the age of the balance and the clearance letter comes from the balance.
Payment with a reference
Each payer has a reference, and a payment that arrives unidentified gets an owner and a deadline.
Staged collections
The age of the balance sets the step of the collections policy, and the clearance letter comes from the balance.
- Stage 5 of 6
Payroll, purchasing and close
Close each school on its chart of accounts and read them together. Each school’s accounts are read on common lines, and each supplier invoice is paid when it matches its order and receipt.
Account mapping
Each school keeps its chart, and the report reads it on common lines.
Order, receipt and invoice
The supplier invoice is paid when order, receipt and invoice match.
- Stage 6 of 6
Board report
Bring the board the whole network’s figures with their source. Each school submits its monthly files, each file is accepted or returned with its reason, and every figure in the report shows where it came from.
Monthly submissions
Each school uploads its ledger, enrollment, aging report and payroll, and each file is accepted or returned with its reason.
Report with its source
Every figure in the report shows its file, its rule and its cutoff.
Every figure with its source
From days of receivables down to the family’s receipt.
Any figure in the board report opens up to the document that supports it.
- 01
Board report
The network’s days of receivables
- 02
Aging report
For the school, at cutoff
- 03
Ledger
The receivables account
- 04
Invoice and receipt
The family’s, in the school platform
The software, in a school network.
- DataNovaRates, receivables, clearance letters and the board report, on each school’s systems./01
- BrainNovaHow receivables, the registrar, admissions, transport and the cafeteria work, told by their people and cited by role./02
- SectorNovaA school’s financial statements against its peers’ filings with the companies superintendency, with a warning when they are not comparable./03
How it starts
One network task in production, with our engineers.
Pick one task, connect the systems behind it, and put it to work on your real data.
- 01
Pick the task
Usually the monthly board report, from the files each school already produces.
- 02
Connect the systems
Our engineers connect each school’s platform and accounting system, and interview the people who do the work.
- 03
Put it to work
The report comes out every month with every figure linked to its source, and the next task is built on the same model.
Other industries
- Private equity
LP management, portfolio companies and DDQs
- Infrastructure and concessions
Progress certificates, supplier statements and project cost
- Healthcare and dispensing
Authorizations, denials, claim filing and payer receivables
- Manufacturing and distribution
Real cost, inventory and margin by customer
About XPTNova
XPTNova is a Colombian software company. Our engineers work inside each client until every process runs in production. Each client’s data is isolated from every other client’s, runs in our cloud or in yours, and is never used to train models.
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Start with the stage that costs you most.
Pick one task, we connect the systems behind it, and our engineers put it in production.