Applying Discounts to Pupil Accounts > Link Charges and Discounts

Choose to link fee charges and discounts to pupil accounts in a parent and child relationship. Link charges and discounts when applying percentage discounts to fees on an account. This gives you control over where discounts are applied on pupil accounts.

For example, link a sibling 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 type listed on the pupil account (charge type can be either 'Fees' or 'Disbursements').

The default method used for applying discounts is set up in the Configuration tab and is either additive or cumulative. A combination of parent/child and either additive or cumulative discounts can be applied to pupil accounts.

There are two methods of linking charges and discounts in a parent and child relationship:

• Link charges and discounts which are both already listed in a pupil account. See Edit a Charge or Discount.
• Add a new 'child' discount to a 'parent' charge already listed in a pupil account.

It is important to note that:

• Parent and child relationships remain in place as long as the parent charge is assigned to a pupil account.
• Child discounts applied to parent charges as a percentage do not need to be revised if the parent charge value changes.
• Child discounts need to be reassigned if a child moves into a different area of the school. For example, when a child moves from Junior up to Senior school their scholarship discount would have to be reassigned to the Senior school fee charge.
• Unassigned charges and discounts must be resolved before they are listed on pupil bills.
• Use the Charge View function to check that no child links have been 'orphaned'. This is useful during the rollover of academic years.

Add a Discount to a Charge

To add a discount to a charge, 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 Single Pupil Views from the Navigation tab to display the Single Pupil View screen.
3. Use the search filters to refine the list of pupil accounts displayed.
4. Click on the pupil account that you want to work with.
   The pupil account is displayed:
   
5. Use the drop down list in the top right of the screen to select the billing cycle that you want to work with:
   
6. 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.
7. Locate the parent charge that you want to work with and click  in the right hand column.
   Step 1 of the Assign Charge wizard is displayed:
   
8. Either:
   
   • Use the Quick Search drop down list and select a discount from the list displayed.
     or
   • Filter the discounts displayed by nominal accounts and make a selection from the list displayed. Hold Ctrl to make multiple selections.
9. Click Next to display Step 2 of the wizard:
   
10. Apply the discounts to more than one billing cycle, if required. This is optional.
    
    1. Check the box marked Set these charges are recurring.
    2. Select the billing cycles to apply the discounts. Choose a Start Cycle and End Cycle from the drop down lists.
11. Edit the discounts listed in the fields displayed, if required. Choose to:
    
    • Change the discount name to a Custom Name. The name displayed in this field is displayed on the pupil bill.
    • Enter/edit the value of the discount. Discounts must be shown as a negative figure.
12. Click Finish. The parent and child charges and discounts are displayed on the pupil account:
    
13. 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.

Unassigned Child Charges and Discounts

Charges and discounts on pupil accounts are listed as unassigned if they are not linked in a parent and child relationship correctly.

Unassigned child charges and discounts are not included in invoices unless resolved and are highlighted red in pupil accounts:

Unassigned child charges and discounts are caused because they have been linked to a parent charge which is not listed in the pupil account.

To resolve an unassigned child charge either:

• Add a parent charge to the account to complete the parent and child relationship. The unassigned child charge links automatically to the newly listed parent charge. See Add a Charge or Discount for more information.
  or
• Edit the child charge to link it to a charge that is already listed in the pupil account. See Edit a Charge or Discount for more information.

Use the Charge View to Check Discounts

Use the Charge View option to review the discounts applied to pupil accounts each term. This is useful for checking whether discounts have been 'orphaned' and need to be linked with a new charge code in a parent/child relationship.

To use the Charge View option, 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 Charge View from the Navigation tab to display the Charge View 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. In the left hand menu, select the discount that you want to work with:
   
   All pupil accounts which have been allocated the selected discount are displayed.
5. The pupil accounts listed are colour coded by status:
   
   • Red = The discount has been assigned to a charge which is not currently listed in the pupil account. The discount must be assigned to the charge before it is included in pupil invoices.
   • Grey = The discount is linked with a charge as the child in a parent/child relationship. No further action needs to be taken.
   • White = The discount is not linked to a charge. The default method of either additive or cumulative is used to apply the discount. You may want to link the discount in a parent/relationship with a specific charge to ensure that the discount is taken appropriately from the pupil account. 
6. Either:
   
   • Add a parent charge to the pupil account to complete the parent and child relationship. The unassigned discount charge links automatically to the newly listed parent charge. Automatic links only occur if the discount is 'waiting to be assigned to a charge' and that charge is now listed. See Add a Charge or Discount for more information.
     or
     
   • Edit the discount to link it to a charge that is already listed in the pupil account. See Edit a Charge or Discount for more information.