Manage Fees and Discounts

Use the Accounts and Charges tab in Fees Billing to manage the charges that you can add to pupil accounts. All fees and fee discounts are listed under the Fees option in the Accounts and Charges tab. All other pupil charges are listed under Disbursements in Accounts and Charges. All fees and discounts are displayed at the top of pupil bills, disbursements are shown at the bottom.

Choose to:

• Create a New Fee or Discount. Each fee or discount listed must be linked to a nominal account.
• Edit a Fee or Discount. Change fees and discounts to reflect increases or decreases in charges. 
• Delete a Fee or Discount. Remove a fee or discount that has been listed in error.
• Export Fees and Discounts. Export a list of current fees and discounts in your chosen format. This is useful for checking values against those held in your previous accounting system.
• Rearrange Fees and Discounts. Change the order that fees and discounts are listed in the Fees option. The order of the fees and discounts list defines the order that they are displayed on pupil invoices. By default, when invoices are generated all discounts are displayed at the end of the list of fees.

An example of the Fees option is displayed below:

Create a New Fee or Discount

Set up the fees and discounts which you can allocate to pupil accounts. Each fee and discount must be linked to a nominal account and can be listed as a fixed sum or a percentage.

To create a fee or discount, 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 Fees from the Navigation options.
   The Fees screen is displayed.
3. Click Create New Fee. A popup window is displayed:
   

4. Complete the Nominal Details section:

   Field	Explanation
   Code	Enter a code to identify the fee/discount. Codes must be unique.
   Nominal Code	Select a nominal code from the drop down list. The fee/discount is linked to this nominal account code.

5. Complete the Description Details section:

   Field	Explanation
   Description	Enter a clear and concise name for the fee/discount. The Description is displayed on pupil invoices.
   Further Details	This optional field is for internal use only. Further Details are not shown on invoices.

6. Complete the Money Details section:
   

   Field	Explanation
   Type	Select whether the fee/discount is to be applied as a 'Fixed Sum' or a 'Percentage'. Percentages will be added or subtracted from the total fee shown in pupil accounts.
   Amount	Either: Enter the fixed value of the fee/discount. Discounts must be entered as a negative value. or Enter the percentage of the fee/discount. Discounts must be entered as a negative value.
   VAT Code	To apply VAT, check the box marked Includes VAT and select a VAT Code from the drop down list. In most cases charges are VAT exempt, you must apply a VAT code to reflect this before you save the fee/discount code.

7. Check the Advance box for the fee/discount to be applied in advance. This is useful for tuition fees which are generally payable in advance.
8. Check the Active box to mark the fee/discount as active. Only active fees/discounts can be applied to pupil accounts.
9. Click Save & Close. The fee/discount is listed.

Edit a Fee or Discount

Change fees and discounts to reflect increases or decreases in charges. 

To edit a fee or discount, 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 Fees from the Navigation options.
   The Fees screen is displayed.
3. Locate the fee or discount that you want to edit and click . A popup window is displayed:
   

4. Edit the Nominal Details section:

   Field	Explanation
   Code	You cannot edit the Fees Code.
   Nominal Code	Select a nominal code from the drop down list. The fee/discount is linked to this nominal account code.

5. Edit the Description Details section:

   Field	Explanation
   Description	Enter a clear and concise name for the fee/discount. The Description is displayed on pupil invoices.
   Further Details	This optional field is for internal use only. Further Details are not shown on invoices.

6. Edit the Money Details section:

   Field	Explanation
   Type	Select whether the fee/discount is to be applied as a 'Fixed Sum' or a 'Percentage'. Percentages will be added or subtracted from the total fee shown in pupil accounts.
   Amount	Either: Enter the fixed value of the fee/discount. Discounts must be entered as a negative value. or Enter the percentage of the fee/discount. Discounts must be entered as a negative value.
   VAT Code	To apply VAT, check the box marked Includes VAT and select a VAT Code from the drop down list. In most cases charges are VAT exempt, you must apply a VAT code to reflect this before you save the fee/discount code.

7. Check the Advance box for the fee/discount to be applied in advance. This is useful for tuition fees which are generally payable in advance.
8. Check the Active box to mark the fee/discount as active. Only active fees/discounts can be applied to pupil accounts.
9. Click Save & Close. The fee/discount is listed.

Delete a Fee or Discount

This is useful if a fee or discount has been listed in error.

To delete a fee or discount, 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 Fees from the Navigation options.
   The Fees screen is displayed.
3. Locate the fee or discount that you want to delete and click .
   You are prompted Are you sure you want to delete this Fee?
4. Select OK. The fee/discount is deleted.

Export Fees and Discounts

Export a list of current fees and discounts in your chosen format. This is useful for checking values against those held in your previous accounting system.

To export a list of fees and discounts, 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 Fees from the Navigation options.
   The Fees screen is displayed.
3. Click Export in the bottom left of the screen and select an export format.
4. Open or Save the file, as required.

Rearrange Fees and Discounts

Change the order that fees and discounts are listed in the Fees option. The order of the fees and discounts list defines the order that they are displayed on pupil invoices. By default, when invoices are generated all discounts are displayed at the end of the list of fees.

To drag and drop fees and discounts into a new order, 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 Fees from the Navigation options.
   The Fees screen is displayed.
3. Locate the fee or discount that you want to move, click  in the left of the screen and drag to a new position.
   The newly arranged order is automatically saved.