Manage an Individual Pupil Account > Manage Charges and Discounts in Pupil Accounts

Use the Charges tab in Single Pupil View to manage fees, disbursements and discounts in individual pupil accounts.

Choose to:

• Add a charge or discount. This is useful for one off additions to a pupil account. Charges and discounts allocated via the Accounts and Charges tab are automatically listed in the Charges tab.
• Edit a charge or discount. Edit the name or amount of a charge or discount.
• Delete a charge or discount. Remove a charge or discount which has been added in error.
• Link charges and discounts. Apply a parent and child relationship to charges and discounts. This is useful for applying discounts to a specific charge on an account, such as bursaries to fees.

To manage charges and discounts:

1. In Fees Billing select the Cycle View tab and search for pupil accounts.
2. In your search results, click on the pupil account you want to work with.
   The pupil account 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. Either:
   Select the Charges tab, this is usually displayed first.
   or
   1. Click Make Amendments in the top right of the header bar. Only use this option if you are using the Amendments System to alter the pupil accounts after an invoice has been generated.
   2. Select the Charges tab, this is usually displayed first.
5. Choose to:
   
   • Add a Charge or Discount.
   • Edit a Charge or Discount.
   • Delete a Charge or Discount.

Add a Charge or Discount

1. Click Assign Charge in the header bar.
   Step 1 of the Assign Charge wizard is displayed:
   
2. Either:
   
   • Use the Quick Search drop down list. Start typing a charge description and select a charge/discount from the list displayed.
     or
   • Filter the charges/discounts displayed by nominal accounts and make a selection from the list displayed. Hold Ctrl to make multiple selections. 
3. Click Next to display Step 2 of the wizard:
   
4. Apply the charges and discounts to more than one billing cycle, if required. This is optional but useful for items such as fees protection insurance where the charge remains the same throughout the school year. 
   
   1. Check the box marked Set these charges as recurring.
   2. Select the billing cycles to apply the charges and discounts. Choose a Start Cycle and End Cycle from the drop down lists. 
5. Edit the default charges/discounts listed in the fields displayed, if required. Choose to edit the:
   
   • Charge/discount name to a Custom Name. The name displayed in this field is displayed on each pupil bill.
   • Value of the charge or discount. Discounts must be shown as a negative figure.
6. Link the charge/discount to a Parent Charge Code; this refers to a parent and child relationship between two charge/discount codes. It is necessary to have parent and child relationships when applying percentage discounts to fees on an account. For example, link a 10% bursary discount (child) to boarding fees (parent). If discounts are not linked in a parent and child relationship the discount is applied to the total charge amount listed under the relevant charge type on a pupil account (charge type can be 'Fees' or 'Disbursements').
7. Click Finish. A batch number is generated. The charges and discounts are displayed in the pupil account under the appropriate charge type:
8. If you have been making amendments to the pupil account, click Finish Amendments and generate the amended invoices.

Edit a Charge or Discount

1. Locate the charge/discount that you want to edit and click . A popup window is displayed:
   
2. Edit the Custom Name for the charge/discount. The name displayed in this field is displayed on the pupil bill. Click  to refresh the field with the original charge name.
3. Select a Type for the charge/discount. Your selection changes the fields displayed:
   1. Enter an amount/percentage in the field available. Discounts must be given a negative value.
   2. Click  to refresh the field with the original value.
4. Select a Relationship for the charge/discount. This refers to linking the charge/discount to a charge in a 'parent/child relationship'. Your selection changes the fields displayed.
   Choose from:
   
   • None. The charge/discount is not linked to any other charge. Any discounts are applied to the full amount of fees or disbursements listed on the pupil account.
   • Has parent. Select a Parent Charge to link the charge/discount to. Any percentage charge/discount is applied to the parent charge selected.
   • Waiting to be assigned. Select a Charge Code from the drop down list. This is useful if the 'parent charge' you want to link the charge/discount to is not yet listed on the pupil account. Charges/discounts marked as 'Waiting to be assigned' are highlighted pink on pupil accounts and must be assigned before they are included on a pupil invoice.
5. Click either:
   • Save & Close for a single charge.
     or
   • Update All & Close to save all instances of a recurring charge.
     or
   • Update Single Charge & Close to save a one-off change to a recurring charge.
6. Make an appropriate selection to apply to the charge/discount.
7. The amended charge/discount is displayed in the pupil account.
8. If you have been making amendments to the pupil account after invoices have been generated, click Finish Amendments. You are now ready to generate the amended invoices.

Delete a Charge or Discount

If you delete a charge which is linked with a discount in a parent and child relationship, the discount is also deleted.

1. Locate the charge/discount that you want to edit and click .
   You are prompted either:
   
   • Are you sure you want to delete this transaction?
     or
   • Would you like to delete all instances of this recurring charge or just this charge? This is only displayed for recurring charges.
2. Make the appropriate selection.
   The charge/discount is removed from the pupil account.
3. If you have been making amendments to the pupil account after invoices have been generated, click Finish Amendments. You are now ready to generate the amended invoices.