Manage Allocated Charges and Discounts > Recurring Charges

Use the Recurring Charges option to manage charges and discounts which occur in multiple billing cycles.

Choose to:

• Review Recurring Charges. Use this before adding new items to a pupil account; check that you do not duplicate a charge or discount.
• Edit Recurring Charge Allocations. Add or remove pupil accounts from a recurring charge or discount allocation list.
• Delete a Recurring Charge. Remove a recurring charge or discount from a selected billing cycle.
• Add Exceptions to a Recurring Charge. Use exceptions if you want to edit charges or discounts on individual pupil accounts. Values can be edited on a cycle by cycle basis. This is useful for changing the value of a discretionary discount.
• Edit Recurring Charge Exceptions. Change or remove exceptions for recurring charges and discounts.

An example of the Recurring Charges option is shown below:

Review Recurring Charges

To list the pupil accounts which have been allocated recurring charges and discounts, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Recurring Charges from the Navigation tab to display the Recurring Charges screen.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
4. Use the Recurring Charges drop down list in the top right of the screen to display the recurring charges that you want to work with:
   
5. Use the search filters to refine the list of recurring charges/discounts displayed, if required:
   
   This is useful if you use a high number of recurring charges/discounts.
   
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
6. Click on a charge/discount to display the pupil accounts that it has been allocated to.
7. Use the search filters to refine the list of pupil accounts displayed, if required:
   
   This is useful if you want to search for a selected pupil or group of pupils.
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
      A list of the pupil accounts that the charge/discount has been assigned to is displayed. Expand accounts, where applicable, to display exceptions. An example is shown below:

Edit Recurring Charge Allocations

Add or remove pupil accounts from recurring charge and discount allocation lists. This is useful for bulk changes to recurring charges and discounts.

Changes are applied to recurring charges and discounts in all the billing cycles that you select.

To edit recurring charge and discount allocations, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Recurring Charges from the Navigation tab to display the Recurring Charges screen.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
4. Use the Recurring Charges drop down list in the top right of the screen to display the recurring charges that you want to work with:
   
5. Use the search filters to refine the list of recurring charges/discounts displayed, if required:
   
   This is useful if you use a high number of recurring charges/discounts.
   
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
6. Locate the recurring charge/discount that you want to edit and click . A popup window is displayed:
   
7. Use the Add Allocations side of the popup window to add pupil accounts to the recurring charge allocation list. Apply the search filters to refine the list of pupil accounts displayed. A number of filters are available for you to work with:
   
   • Filter Pupil Search. List pupils by status, year group, forms or boarding houses.
   • Fields. Type in all or part of a pupil account field in the appropriate column header, click  and select the filter that you want to apply.
   Your selected pupils are displayed.
8. Select pupils using the checkboxes to the left of the list. Check the box in the header bar to select all the pupils listed.
9. Click Add Selected in the bottom of the popup window.
10. Use the Existing Allocations side of the popup window to remove pupil accounts from the recurring charge allocation list.. Apply the search filter available to refine the list of pupil accounts displayed. Type in all or parts of a pupil name in the field available, click  and select the filter that you want to apply.
    Your selected pupils are displayed.
11. Select pupils using the checkboxes to the left of the list. Check the box in the header bar to select all the pupils listed.
12. Click Remove Selected in the bottom of the popup window.
13. Click Close Window to return the Recurring Charges option.
    The recurring charges/discount records and pupil accounts are amended to reflect the changes you have made.

Delete a Recurring Charge

Deleting a charge with a linked parent and child discount will automatically remove the discount from the pupil account.

Delete a recurring charge or discount from a selected billing cycle. Use this for accurate editing of pupil accounts.

Choose to:

• Delete a recurring charge from all pupil accounts.
• Delete a recurring charge from an individual pupil account.

Delete a recurring charge from all pupil accounts

To delete a recurring charge or discount from all pupil accounts in a selected billing cycle, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Recurring Charges from the Navigation tab to display the Recurring Charges screen.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
4. Use the Recurring Charges drop down list in the top right of the screen to display the recurring charges that you want to work with:
   
5. Use the search filters to refine the list of recurring charges/discounts displayed, if required:
   
   This is useful if you use a high number of recurring charges/discounts.
   
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
6. Click  in your selected recurring charge/discount.
   You are prompted Are you sure you want to delete this recurring charge?
7. Select OK.
   The recurring charge is removed from both the Recurring Charges screen and pupil accounts.

Delete a recurring charge from an individual pupil account

To delete a recurring charge or discount from a pupil account, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Recurring Charges from the Navigation tab to display the Recurring Charges screen.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
4. Use the Recurring Charges drop down list in the top right of the screen to display the recurring charges that you want to work with:
   
5. Use the search filters to refine the list of recurring charges/discounts displayed, if required:
   
   This is useful if you use a high number of recurring charges/discounts.
   
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
6. Click on a recurring charge/discount to display the pupil accounts that it has been allocated to.
7. Use the search filters to refine the list of pupil accounts displayed, if required:
   
   This is useful if you want to search for a selected pupil or group of pupils.
   
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
8. Locate the pupil account that you want to edit and click .
   You are prompted Are you sure you want to delete this allocation?
9. Select OK.
   The allocation is removed from the pupil account.

Add Exceptions to a Recurring Charge

Add exceptions to a recurring charge or discount. Use this for editing the value of a recurring charge or discount on a pupil account. Charges and discounts can vary on a cycle by cycle basis. This is useful if the value of scholarship discounts varies between pupils or if insurance premiums vary over time.

To add an exception to a recurring charge or discount, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Recurring Charges from the Navigation tab to display the Recurring Charges screen.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
4. Use the Recurring Charges drop down list in the top right of the screen to display the recurring charges that you want to work with:
   
5. Use the search filters to refine the list of recurring charges/discounts displayed, if required:
   
   This is useful if you use a high number of recurring charges/discounts.
   
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
6. Click on a recurring charge/discount to display the pupil accounts that it has been allocated to.
7. Use the search filters to refine the list of pupil accounts displayed, if required:
   
   This is useful if you want to search for a selected pupil or group of pupils.
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
   A list of the pupil accounts that the charge/discount has been assigned to is displayed.
8. Locate the pupil account that you want to edit and click . A popup window is displayed:
   
9. 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, if required.
10. In the Type and Amount fields:
    1. Select a Type for the charge/discount (your selection changes the fields displayed).
    2. Enter an amount/percentage in the custom field. Discounts must be given a negative value. Click  to refresh the field with the original value, if required.
11. Select a Relationship for the charge/discount (your selection changes the fields displayed). This refers to linking charges and discounts in a 'parent/child relationship'.
    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. For example, link a 10% bursary (child) to a boarding fee (parent) to apply the discount to the appropriate part of the account.
    • 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.
12. Click Save & Close.
    You are prompted Would you like to edit all instances of this recurring charge or just this charge?
13. Make an appropriate selection to apply to the charge/discount.
    The pupil account is now listed as containing 'Exceptions'.
14. Click the arrow to the left of the pupil name to display recurring charge exception details.
    

Edit Charge Exceptions on Pupil Accounts

Edit any recurring charge or discount exceptions that have been set up in a pupil account. This is useful if an exception has been made in error.

Choose to:

• Change Exception Details.
• Delete an Exception.

Change Exception Details

To edit an exception, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Recurring Charges from the Navigation tab to display the Recurring Charges screen.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
4. Use the Recurring Charges drop down list in the top right of the screen to display the recurring charges that you want to work with:
   
5. Use the search filters to refine the list of recurring charges/discounts displayed, if required:
   
   This is useful if you use a high number of recurring charges/discounts.
   
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
6. Click on a recurring charge/discount to display the pupil accounts that it has been allocated to.
7. Use the search filters to refine the list of pupil accounts displayed, if required:
   
   This is useful if you want to search for a selected pupil or group of pupils.
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
8. Locate the pupil account that you want to edit and click the arrow to the left of the pupil name. The recurring charge exception details are displayed:
9. Click  in the exception that you want to edit. A popup window is displayed:
   
10. 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, if required.
11. In the Type and Amount fields:
    1. Select a Type for the charge/discount (your selection changes the fields displayed).
    2. Enter an amount/percentage in the custom field. Discounts must be given a negative value. Click  to refresh the field with the original value, if required.
12. Select a Relationship for the charge/discount (your selection changes the fields displayed). This refers to linking the charges and discounts in a 'parent/child relationship'.
    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. For example, link a 10% bursary (child) to a boarding fee (parent) to apply the discount to the appropriate part of the account.
    • 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.
13. Click Save & Close.
    You are prompted Would you like to edit all instances of this recurring charge or just this charge?
14. Make an appropriate selection to apply to the charge/discount.

Delete an Exception

To delete an exception, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Recurring Charges from the Navigation tab to display the Recurring Charges screen.
3. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
4. Use the Recurring Charges drop down list in the top right of the screen to display the recurring charges that you want to work with:
   
5. Use the search filters to refine the list of recurring charges/discounts displayed, if required:
   
   This is useful if you use a high number of recurring charges/discounts.
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
6. Click on a recurring charge/discount to display the pupil accounts that it has been allocated to.
7. Use the search filters to refine the list of pupil accounts displayed, if required:
   
   This is useful if you want to search for a selected pupil or group of pupils.
   1. Type in all or part of the field name.
   2. Click  and select the filter that you want to apply.
8. Locate the pupil account that you want to edit and click the arrow to the left of the pupil name. The recurring charge exception details are displayed:
9. Click  in the exception that you want to remove.
   You are prompted Are you sure you want to delete this exception?
10. Select OK.
    The exception is removed.