Fees

Create a list of fees for the school which can be attached to the invoices created. These can range from yearly tuition fees to a photocopying service charge. 

How to access

When building the invoice process, then go to the Finance menu header, advanced options, then select Fees. There is the option to create a new fee. 

The above form appears, and Finance controllers can create fees, with discounts, conditions, and determine to which account the fee is to be paid against. Here is a breakdown of each field and how the fees are linked and applied to payers balances. 

New fee creation

1) Description & Payment bracket

Enter a title for the fee, this will appear in the invoice creation section. If you use codes, then ensure these are understandable by the users. The fee description will be shown on the invoice. 

Determine how the fee is to be applied. Selecting the different options will change the 5) fee section on the form. For example select per school level, and the amount can be specified per school level. If there is a tax to be applied then a fixed rate can be applied to the invoice.

2) Fee breakdown/Status

Choose from the drop down menu which shows how the discounts can be presented on the final invoice. The discounts and conditional pricing can be mixed and not listed individually, but in bulk. The option exists to list discounts applied individually, and merge the conditional pricing conditions. Equally you can choose to list all discounts, and conditions. Also determine if the fee is active or archived.

3) Account Allocation

Determine where the fee will be received, the drop down list of accounts need to be created before hand. Also if discounts are applied then these need to be attached to a separate account ledger. 

4) Conditional pricing

It is possible to build conditional statements to apply to a fee. This would be used more commonly in terms of Alumni, Scholarships, and Family/Siblings. Select how many conditions would that may apply to the fee in question. The fee can be adjusted based on day rates or boarding, or if the fee is being applied in an admissions workflow.

5) Fees

In field 1, you can determine how the fee is to be created. Apply a standard base fee for inclusion on the invoice. This is the sum that will be applied before any conditions or discounts. 

6) Discounts applied to fees

Determine how the discounts are to be calculated and applied. Note the flat discount is not a % reduction. Once the fee is created, it will appear in the list, and also populate the drop down when creating invoices.