Manage Limited Fees

Setting fees using the Manage Limited Fees module, students can be invoiced for Annual Fees or One Time Fees within Focus. When a student is invoiced for the first time within a school year, the student can be invoiced for an annual fee and will not be invoiced for the same fee again during the school year. Annual fees are school-specific.

Setting System Preferences for Managing Limited Fees

To enable functionality of program or course fees and billing, several parameters must be defined via System Preferences.

1. From the Setup menu, click System Preferences.

2. Click the School Preferences or Default School Preferences tab. Then, click the Billing tab.

3. There are a few fields that need to be addressed before setting up fees. For an explanation of each setting, see Billing. Review the following settings:

Use Internal Accounts in Fee Groups

Allow Individual GL Accounts on Fees

Ignore Schedule Drop Date When Billing

Hide Hours Calculation

Allow rebilling of students when mass invoicing

Merge Tuition Fees when Printing Receipts/Invoice

Allow editing of ‘billed’ column on the student schedule record

Allow Fees to be Assigned At

Default Bill Student By

Prorate fees for students that begin after the start of term

Round fees to the nearest dollar

Allow fee amounts to have up to 4 decimals

Use Student Daily Scheduled Hours Instead of Section Daily Hours

Enable Daily Fees

Enable Daily Fees

4. Click the School Preferences or Default School Preferences tab. Then, click the General tab. Review settings that enable billing and invoice functionality.

See General for more information about each system preference.

Select the Enable Course Fees. Automatically create student fee(s) based on the enrolled course check box in order to assign fee templates to programs and/or courses.

Select the Enable invoices to be created from the Student Schedule screen check box to turn on the ability to create and access invoices directly from the Student Schedule screen.

Setting School Information for Managing Limited Fees

It is important to link the school in the Student Information module to the appropriate facility in the ERP module. Linking the school will allow student names to populate in the customer pull-down on the Point of Sale screen when the specific facility is selected.

1. From the Setup menu, click School Information.

2. Click on the the school's name to enable additional school information.

3. Select the applicable Facility from the corresponding pull-down. The facilities that display is this pull-down originate via ERP > Setup > Settings > Facilities tab.

4. Once the correct Facility is selected, click the Save button.

Managing Limited Annual Fees

When a student is invoiced for the first time within a school, annual fees will be included. Once invoiced, the student will not be invoiced again for any annual fees during the billable school year. Note: Annual fees are school-specific.

1. From the Billing menu, click Manage Limited Fees.

2. The Annual Fees tab is selected by default.

3. In the Manage Annual Fees section, existing annual fees display in the table. To add a new fee, use the first blank row.

Manage Limited Fees

4. In the first section, define specific fees by item number, title, amount, etc. The Fee ID is automatically generated upon adding an item fee when the data is saved.

Manage Limited Fees

5. Start by entering the Item Number and Fee Title.

6. Select the 1098-T check box if the fee should be included on 1098-Ts.

7. Select the Taxable check box if the item is taxable (where specified state and/or local tax will apply via ERP > Setup > Settings > Accounts Receivable tab).

8. Select applicable Voucher Sources from the pull-down to identify sources that can automatically defer the cost of funding sources when the student is billed. Note: The applicable Funding Sources must first be marked as vouchers via ERP > Accounts Receivable > Funding Sources.

9. Select the Discount Does Not Apply check box to ensure that created discounts (Billing > Manage Discounts) cannot be applied upon paying for said fees.

The Discount Does Not Apply field displays when the setting Enable Discounts in Purchase & Pay is enabled via Setup > System Preferences > School Preferences/Default School Preferences > Billing tab.

10. Select the applicable Cost Tier from the pull-down, which are set up via Billing > Cost Tier Setup.

Manage Limited Fees

11. Enter the billable Amount for the item in the text box.

12. Select the Inactive check box if the item is no longer active and can no longer be pulled into student fees. Note: You can also select the inactive check box until you are ready to make the item available.

If a fee should not be applied or available for billing, the Inactive check box must be selected. Before version 9.0, you could enter 0.00 in the Amount text box(es) to make the item inactive; this is no longer a viable option as items can now be added, billed, and purchased as $0.00.

13. Specify the accounting strip information by selecting the applicable elements from the pull-downs, such as Fund, Facility, Internal Account, Internal Project, etc. Note: Accounting strip elements mary vary from district to district.

Manage Limited Fees

14. Click in any of the text boxes and press Enter to save the item. Once saved, the line will turn blue and the delete button displays (red minus sign).

Manage Limited Fees

15. Click the green plus sign to split a fee between multiple accounts and different cost tiers.

Manage Limited Fees

a. Select the Cost Tier, enter the Amount, the Inactive check box (if applicable), and select the accounting strip from the applicable element pull-downs.

Manage Limited Fees

b. Press the Enter key to save the second account.

Click the delete button (red minus sign) to delete an added item. You can delete an item as long as it has not been used in billing a student.

To edit existing fees, click the field and make the necessary changes. Once you click out of the field, changes save automatically.

Manage Limited Fees
Managing Limited One Time Fees

The first time a student is invoiced he/she is charged one time fees and will not be invoiced for the same fees again.

1. From the Billing menu, click Manage Limited Fees.

2. Click the One Time Fees tab.

3. In the Manage One Time Fees section, existing one time fees display in the table. To add a new fee, use the first blank row.

Manage Limited Fees

4. In the first section, define specific fees by item number, title, amount, etc. The Fee ID is automatically generated upon adding an item fee when the data is saved.

5. Start by entering the Item Number and Fee Title.

6. Select the 1098-T check box if the fee should be included on 1098-Ts.

7. Select the Taxable check box if the item is taxable (where specified state and/or local tax will apply via ERP > Setup > Settings > Accounts Receivable tab).

8. Select applicable Voucher Sources from the pull-down to identify sources that can automatically defer the cost of funding sources when the student is billed. Note: The applicable Funding Sources must first be marked as vouchers via ERP > Accounts Receivable > Funding Sources.

9. Select the Discount Does Not Apply check box to ensure that created discounts (Billing > Manage Discounts) cannot be applied upon paying for said fees.

The Discount Does Not Apply field displays when the setting Enable Discounts in Purchase & Pay is enabled via Setup > System Preferences > School Preferences/Default School Preferences > Billing tab.

10. Select the applicable Cost Tier from the pull-down, which are set up via Billing > Cost Tier Setup.

Manage Limited Fees

11. Enter the billable Amount in the provided text box.

12. Select the Inactive check box if the item is no longer active and can no longer be pulled into student fees. Note: You can also select the inactive check box until you are ready to make the item available.

If a fee should not be applied or available for billing, the Inactive check box must be selected. Before version 9.0, you could enter 0.00 in the Amount text box(es) to make the item inactive; this is no longer a viable option as items can now be added, billed, and purchased as $0.00.

13. Specify the accounting strip information by selecting the applicable elements from the pull-downs, such as Fund, Facility, Internal Account, Internal Project, etc. Note: Accounting strip elements mary vary from district to district.

14. Click in any of the text boxes and press Enter to save the item. Once saved, the line will turn blue and the delete button displays (red minus sign).

Manage Limited Fees

15. Click the green plus sign to split a fee between multiple accounts and/or different cost tiers.

Manage Limited Fees

a. Select the Cost Tier, enter the Amount, the Inactive check box (if applicable), and select the accounting strip from the applicable element pull-downs.

Manage Limited Fees

b. Press the Enter key to save the second account.

Click the green plus sign as many times as needed to add additional cost tiers.

Click the delete button (red minus sign) to delete an added item. You can delete an item as long as it has not been used in billing a student.

Manage Limited Fees

To edit existing fees, click the field and make the necessary changes. Once you click out of the field, changes save automatically.

Managing Limited Additional Fees

Any fees that do not match the criteria of annual fees or one times fees can be set up here.

1. From the Billing menu, click Manage Limited Fees.

2. Click the Additional Fees tab.

3. In the Manage Additional Fees section, existing additional fees display in the table. To add a new fee, use the first blank row.

Manage Limited Fees

4. In the first section, define specific fees by item number, title, amount, etc. The Fee ID is automatically generated upon adding an item fee when the data is saved.

Manage Limited Fees

5. Start by entering the Item Number and Fee Title.

6. Select the 1098-T check box if the fee should be included on 1098-Ts.

7. Select the Taxable check box if the item is taxable (where specified state and/or local tax will apply via ERP > Setup > Settings > Accounts Receivable tab).

8. Select applicable Voucher Sources from the pull-down to identify sources that can automatically defer the cost of funding sources when the student is billed. Note: The applicable Funding Sources must first be marked as vouchers via ERP > Accounts Receivable > Funding Sources.

9. Select the Discount Does Not Apply check box to ensure that created discounts (Billing > Manage Discounts) cannot be applied upon paying for said fees.

The Discount Does Not Apply field displays when the setting Enable Discounts in Purchase & Pay is enabled via Setup > System Preferences > School Preferences/Default School Preferences > Billing tab.

10. Select the applicable Cost Tier from the pull-down, which are set up via Billing > Cost Tier Setup.

Manage Limited Fees

11. Enter the billable Amount in the provided text box.

12. Select the Inactive check box if the item is no longer active and can no longer be pulled into student fees. Note: You can also select the inactive check box until you are ready to make the item available.

If a fee should not be applied or available for billing, the Inactive check box must be selected. Before version 9.0, you could enter 0.00 in the Amount text box(es) to make the item inactive; this is no longer a viable option as items can now be added, billed, and purchased as $0.00.

13. Specify the accounting strip information for resident fees by selecting the applicable elements from the pull-downs, such as Fund, Facility, Internal Account, Internal Project, etc. Note: Accounting strip elements mary vary from district to district.

14. Click in any of the text boxes and press Enter to save the item. Once saved, the line will turn blue and the delete button displays (red minus sign).

Manage Limited Fees

15. Click the green plus sign to split a fee between multiple accounts and/or different cost tiers.

Manage Limited Fees

a. Select the Cost Tier, enter the Amount, the Inactive check box (if applicable), and select the accounting strip from the applicable element pull-downs.

Manage Limited Fees

b. Press the Enter key to save the second account.

Click the green plus sign as many times as needed to add additional cost tiers.

Click the delete button (red minus sign) to delete an added item. You can delete an item as long as it has not been used in billing a student.

To edit existing fees, click the field and make the necessary changes. Once you click out of the field, changes save automatically.

Manage Limited Fees
Additional Features

Click Filters to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

Manage Limited Fees

For more information on how to use the Filters feature, see the Filters document.

You can also sort data by clicking on select headers. Click once for ascending results; click twice for descending results.

Manage Limited Fees

Use the Filter text box located in select pull-downs to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.

Manage Limited Fees