Manage Individual Fees

The Manage Individual Fees module is used to add or edit individual fees by program, course, or section.

You must have View and Edit profile permissions to edit and delete records. If your profile has been granted View only permission, you will not be able to edit or delete records. To access permissions, see Users > Profiles.

Setting System Preferences for Managing Individual 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

Use Non-Resident Fee Cost Tier and Use Fee/Reduced Fee Cost Tier

Use Bill By Schedule

Only apply once-per-program fees once when billing multiple classes by course/section/hours

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

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.

See General for more information.

Setting School Information for Managing Individual 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 in this pull-down originate via ERP > Setup > Settings > Facilities tab.

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

Managing Individual Course Fees

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

2. Click the Course Fees tab.

3. In the Find and Filter section, select a program for which you need to create fees from the Filter By Program pull-down. Note: This filter is optional, you can filter just by the applicable course; however, selecting a program will help filter the courses for selection.

4. In the Find and Filter section, Select a Course for which you need to create fees from the corresponding pull-down. Note: This filter is required to add an individual fee to a course.

5. When all selections have been made, click Search to filter and pull any existing individual fees. Clicking Search will also allow you to add new fees.

Manage Individual Fees

6. Review existing fees in the Manage Fees section. To add a new fee, enter data in the first blank row.

Manage Individual Fees

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

8. Start by entering the Item Number and Title.

9. Select how the item should be billed from the Bill Per pull-down: per Hour, by a Flat Fee, or by Day. The options displayed in the pull-down depend on the system preferences enabled.

10. Select Course, Section, or Semester from the Once Per Marking Period pull-down to make the item billable once per the selected marking period. For example, if Semester 2 is selected from the pull-down, students will only be billed that fee when they’re billed for Semester 2 and not Semester 1. This fee is year specific and students will be billed the same fee again the next year if the program crosses years.

11. Select the Once Per Program check box to make the item billable once per program at the initial invoicing from the student schedule, even if the program crosses years.

12. 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).

13. Select the Tuition check box to designate the fee as a tuition fee.

All fees selected as tuition will be grouped on the student receipt, if the system preference Merge Tuition Fees when Printing Receipts/Invoice is enabled via Setup > System Preferences > School Preferences / Default School Preferences > Billing tab.

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

15. 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.

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

17. Enter the billable Amount for the item in the text box. Note: If you selected Hour from the Bill Per pull-down, enter the amount that will be billed per hour. If you selected Flat Fee from the Bill Per pull-down, enter the entire amount that should be billed. If you selected Day from the pull-down, enter the amount that will be billed per day.

18. 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.

19. 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 Individual Fees

20. 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 Individual Fees

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 Individual Fees

21. Click the green plus sign to add a different Cost Tier to the same item, such as Non-Resident or Free/Reduced.

Manage Individual Fees

a. Select the Cost Tier, enter the Amount, select the Inactive check box as needed, and select the accounting strip elements from the corresponding pull-downs, such as Fund, Center, etc. Then, press the Enter key to save the line of data.

Manage Individual Fees

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

Manage Individual Fees
Managing Individual Program Fees

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

2. Select the Program Fees tab.

3. In the Find and Filter section, Select a Program for which you need to create fees from the corresponding pull-down. Note: This filter is required to add an individual fee to a course.

4. When a program has been selected, click Search to filter and pull any existing individual fees. Clicking Search will also allow you to add new fees.

Manage Individual Fees

5. Review existing fees in the Manage Fees section. To add a new fee, enter data in the first blank row.

Manage Individual Fees

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

7. Start by entering the Item Number and Title.

8. Select how the item should be billed from the Bill Per pull-down: per Hour, by a Flat Fee, or by Day.

9. Select Course, Section, or Semester from the Once Per Marking Period pull-down to make the item billable once per the selected marking period. For example, if Semester 2 is selected from the pull-down, students will only be billed that fee when they’re billed for Semester 2 and not Semester 1. This fee is year specific and students will be billed the same fee again the next year if the program crosses years.

Marking Periods are created via Setup > Marking Periods.

10. 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).

11. Select the Tuition check box to designate the fee as a tuition fee.

All fees selected as tuition will be grouped on the student receipt, if the system preference Merge Tuition Fees when Printing Receipts/Invoice is enabled via Setup > System Preferences > School Preferences / Default School Preferences > Billing tab.

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

13. 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.

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

15. Enter the billable Amount for the item in the text box. Note: If you selected Hour from the Bill Per pull-down, enter the amount that will be billed per hour. If you selected Flat Fee from the Bill Per pull-down, enter the entire amount that should be billed. If you selected Day from the pull-down, enter the amount that will be billed per day.

16. 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.

17. 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.

18. 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 Individual Fees

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 Individual Fees

19. Click the green plus sign to add a different Cost Tier to the same item, such as Non-Resident or Free/Reduced.

Manage Individual Fees

a. Select the Cost Tier, enter the Amount, select the Inactive check box as needed, and select the accounting strip elements from the corresponding pull-downs, such as Fund, Center, etc. Then, press the Enter key to save the line of data.

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

Managing Individual Section Fees

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

2. Click the Section Fees tab.

3. In the Find and Filter section, select a program for which you need to create fees from the Filter By Program pull-down. Note: A program must be selected in order to populate the course and section pull-down.

4. In the Find and Filter section, Select a Course for which you need to create fees from the corresponding pull-down.

5. In the Find and Filter section, Select a Section for which you need to create fees from the corresponding pull-down.

6. When all selections have been made, click Search to filter and pull any existing individual fees. Clicking Search will also allow you to add new fees.

Manage Individual Fees

7. Review existing fees in the Manage Fees section. To add a new fee, enter data in the first blank row.

Manage Individual Fees

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

Manage Individual Fees

9. Start by entering the Item Number and Title.

10. Select how the item should be billed from the Bill Per pull-down: per Hour, by a Flat Fee, or by Day.

11. Select Course, Section, or Semester from the Once Per Marking Period pull-down to make the item billable once per the selected marking period. For example, if Semester 2 is selected from the pull-down, students will only be billed that fee when they’re billed for Semester 2 and not Semester 1. This fee is year specific and students will be billed the same fee again the next year if the program crosses years.

12. 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).

13. Select the Tuition check box to designate the fee as a tuition fee.

All fees selected as tuition will be grouped on the student receipt, if the system preference Merge Tuition Fees when Printing Receipts/Invoice is enabled via Setup > System Preferences > School Preferences / Default School Preferences > Billing tab.

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

15. 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.

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

Manage Individual Fees

17. Enter the billable Amount for the item in the text box. Note: If you selected Hour from the Bill Per pull-down, enter the amount that will be billed per hour. If you selected Flat Fee from the Bill Per pull-down, enter the entire amount that should be billed. If you selected Day from the pull-down, enter the amount that will be billed per day.

18. 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.

19. 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.

20. 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 Individual Fees

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 Individual Fees

21. Click the green plus sign to add a different Cost Tier to the same item, such as Non-Resident or Free/Reduced.

Manage Individual Fees

a. Select the Cost Tier, enter the Amount, select the Inactive check box as needed, and select the accounting strip elements from the corresponding pull-downs, such as Fund, Center, etc. Then, press the Enter key to save the line of data.

Manage Individual Fees

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

Manage Individual Fees
Additional Features

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Click the Printer icon to print the table of data.

Click the Filters button 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.

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 Individual 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 Individual Fees