Manage Fee Allocations

Use the Accounts and Charges tab in Fees Billing to allocate fees in bulk to pupil accounts. For example, allocate 'Prep Boarding Fees' to all pupils listed as 'Boarders' in your prep school. You can also make multiple fee allocations to the same pupil. For example, a single pupil can have 'boarding fees' and 'tuition fees' allocated.

This is a useful time saving tool.

• A parent and child link between charges and discounts cannot be made directly from Fee Allocations. Any discounts allocated using Fee Allocations are left 'orphaned' and must be linked in each pupil account. See Edit a Charge or Discount to edit individual pupil accounts.
• You may prefer to allocate discounts in batches, where parent and child links can be made on pupil accounts in bulk. See Manage Multiple Pupil Accounts for more information on allocating discounts in batches.

An example of the Fee Allocations screen is shown below:

Useful features of the Fee Allocations screen:

• Fee allocations are categorised as 'Recurring' when being used in all billing cycles and 'Cycle Specific' when being used in the billing cycle you have selected.
• Fee allocations which have been posted to pupil accounts are highlighted green.
• Fee allocations which have not been posted to all pupil accounts in fee allocation group/s are highlighted yellow. This occurs when new pupils have been added to groups after allocations have been posted.
• A pupil coverage count is provided for you at the bottom of the Fee Allocations screen. Refer to pupil coverage to check the number of pupils who have been allocated fees for the selected cycle.

Choose from the following functions in Fee Allocations:

• Create a Fee Allocation. Allocate the same fee rates to selected groups of pupils.
• Post a Fee Allocation. Post fee allocations to pupil accounts in bulk, to save time. Once a fee allocation has been posted it appears on each pupil's account.
• Update a Fee Allocation Post. Update a fee allocation post after you have rolled into a new academic year, the groups and associated fees are updated with the cohorts for the new academic year. This is also useful when new pupils have been added to groups.
• Undo an Allocation Post. Undo fee allocations which have been posted in error.
• Delete an Allocation. Remove any fee allocations which have been added in error. You can only delete allocations which have not been posted to pupil accounts.

Create a Fee Allocation

Allocate the same fee rates to selected groups of pupils.

To create a fee allocation, follow the steps below:

1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
2. Select Fee Allocations from the Navigation options.
   The Fee Allocations screen is displayed.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
   The default billing cycle is displayed first, only active cycles are listed.
4. Click Create Allocation. A popup window is displayed:
   

5. Complete the Allocation Details section:

   Field	Explanation
   Charge Code	Select a fee or discount from the drop down list. The fee/discount is allocated to the pupils you select for this fee allocation.
   Allocation Name	This is for internal use only.
   Custom Description	Enter a clear and concise name for the fee allocation. This is displayed on pupil accounts and is useful if you want to change the allocation name on pupil accounts. This field is optional, if left blank the Charge Code is displayed on pupil accounts.

6. Select whether to apply the fee allocation to:
   
   • All billing cycles. The fee allocation is listed in all billing cycles.
     or
   • The selected billing cycle only.
7. Select the pupils for the fee allocation, either:
   Apply the allocation to all pupils.
   or
   a. Apply the allocation to selected groups of pupils.
   b. Select groups of pupils from the boxes displayed. Hold Ctrl to make multiple selections in each box. Pupils are not double counted if they belong to more than one group selected.
8. Click Create.
   The fee allocation is listed. It is categorised as either recurring for all cycles or cycle specific, depending on your selections. You must now post the fee allocation to assign the fees to pupil accounts.

Post a Fee Allocation

Post fee allocations in bulk to pupil accounts, to save time. Once a fee allocation has been posted it appears on each pupil's account.

To post a fee allocation, follow the steps below:

1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
2. Select Fee Allocations from the Navigation options.
   The Fee Allocations screen is displayed.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
   The default billing cycle is displayed first, only active cycles are listed. Fee allocations are only posted in the billing cycle you have selected, even if the fee allocation you select is listed as 'Recurring'.
4. Locate the fee allocation that you want to post and click .
   The fee allocation is posted to pupil accounts and highlighted green in the Fee Allocations screen.

Update a Fee Allocation Post

Update fee allocation posts to ensure that all pupils in the fee allocation have the correct fees added to their account. Once a fee allocation has been posted it appears on each pupil's account. Fee allocations are not duplicated when a post is updated.

Update a fee allocation post:

• After you have rolled into a new academic year. The pupil groups and associated fees are updated with the cohorts for the new academic year.
• When pupils have been added to groups after allocations have been posted. Fee allocations which have not been posted to all pupil accounts in fee allocation group/s are highlighted yellow in the Fees Allocation screen.
• Changes have been made to the fee linked to the fee allocation, such as a change in value.

To update a fee allocation post, follow the steps below:

1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
2. Select Fee Allocations from the Navigation options.
   The Fee Allocations screen is displayed.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
   The default billing cycle is displayed first, only active cycles are listed.
4. Locate the fee allocation that you want to post and click .
   You are prompted Are you sure you want to update this allocation post?
5. Select Yes. The fee allocation post is updated.

Undo an Allocation Post

Undo fee allocations which have been posted in error. 

To undo an allocation post, follow the steps below:

1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
2. Select Fee Allocations from the Navigation options.
   The Fee Allocations screen is displayed.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
   The default billing cycle is displayed first, only active cycles are listed. Fee allocations are only changed in the billing cycle you have selected, even if the fee allocation you select is listed as 'Recurring'.
4. Locate the fee allocation that you want to unpost and click .
   You are prompted Are you sure you want to undo this allocation post?
5. Select Yes. The fee allocation is listed as not posted and is no longer highlighted green. It is removed from pupil accounts.

Delete an Allocation

Remove any fee allocations which have been added in error. You can only delete allocations which have not been posted to pupil accounts or where fee allocations have been undone.

To delete an allocation, follow the steps below:

1. Select the Accounts and Charges tab in Fees Billing and open the Navigation tab on the right of the screen.
2. Select Fee Allocations from the Navigation options.
   The Fee Allocations screen is displayed.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
   The default billing cycle is displayed first, only active cycles are listed.
4. Locate the fee allocation that you want to delete and click .
   You are prompted Are you sure you want to delete this allocation?
5. Select Yes. The fee allocation is deleted.