Fees Management

This program lets you enter/edit/delete fees on individual students and update account receivable on fees.

Note: If a student transfers within district and they owe a fee at the previous school, the fee is transferred to the new school but is identified with the previous school number.

Menu Location

On the left navigation panel, select Student Master > Entry > Fees Management.

Setup Options

Year - The Year defaults to the current school year but can be changed by selecting a different year from the drop-down list.

District - The District defaults to the user’s district and cannot be changed.

School - The user can select one or more schools from the drop-down list.

Grades - Grade level of students whose records are to be included on a report. Leave the field blank if all grade levels are to be included.

Active Only and As of Date - Check to list only those students who are actively enrolled as of the date selected in the date field.

Clubs - Click in the field to the right of Clubs to select the desired club(s) to view.

Program - Click in the field to the right of Program Codes to select the desired code(s) to view.

Special Codes - Click in the field to the right of Special Codes to select the desired code(s) to view.

Show Only Open Fees - Check to show fees that have balances due.

Print Closed Fees on Statement - Check to print the students marked with closed fees on the statement.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Fees

Fees is where you add your fees to a student.

You can add an unlimited number of fees to a student and keep track of payment.

1. Find the student using the Find tab at the bottom of the screen.
2. After choosing the student, you will see in the header, the student's name, ID number and grade level.
3. Click the Add Fee tab to display a box to enter the information about fee to be added.

Fee Name: Select the name of the Fee from the drop down list.

Fee Amount: Enter the amount of the fee here.

Received Date: Enter the Accounts receivable date.

Pay Plan: Select from the drop down one of the following: 0-Due Now, 1-30 Days, 2-30/60 Days, 3-30/60/90 Days, 4-Monthly Due, 5-Monthly Accrued, 6-Monthly Reduced

Due Date: Click to set the Fee Due Date.

Close Date: Click to set the actual payoff date of the fee.

Comment: Click to enter any comment(s) about the fee.

Save: Click to Save the transaction.

Column Headers

To find definitions of commonly used column headers, follow this link: Common Column Headers.

Other columns not listed in the common column list:

• Edit - Edit fee
• Fee - Name of fee
• Comment - Fee comment
• Total - Total amount of fee
• Due - Fee due date
• Last Pay Date - Date of last payment
• Delete - Delete this fee

Once a fee has been added and saved, it can be edited by:

1. Clicking on the edit symbol (see arrow).
2. Make changes to your Edit Fee page.
3. Click Save.

The only way to delete a fee added is using the Delete field under the Delete column. The entire entry has to be deleted. Once you click the delete field, you will get the following confirmation question.

History

History is where payments/adjustments are made to fees.

1. Find the student using the Find tab
2. Click Pay fee tab at the bottom and a list of fee(s) owed by the student will appear.
3. Highlight the fee to be paid.
4. Fee Comment can not be edited.
5. Enter the Amount to be paid on the fee.
6. Select the Payment Type.
7. Click to set the Date fee was paid.
8. Click in the Comment cell to enter additional information about the payment.
9. Click the Save button.
   
10. After you have saved the final payment, click on the Edit tab, and enter a close date for the fee.
11. By clicking on a Fee name from the Fees portion of the screen, you can see payments/adjustments to the fee highlighted in the History portion of the screen.
12. To Edit an amount entered for payment on a fee, you must Delete it using the Delete field under the Delete column on the History for the fee.
    

Action Tab

All Printing is done under the Action Tab in the upper right corner

1. Printing All Invoices - prints a per page invoice for students based on the setup.

• Additional Comments - you may add a comment to the invoice. It will print on every invoice.
• Print Student invoices with No balance - In addition to students with a balance, this will also print student invoices with a Zero balance.
  

2. Print Fees - prints all fees for the student chosen under the Find tab

To Print this Report

• Click the Print button at the bottom of the screen.
• A popup will appear with a set of document print options--PDF, XLS, CSV, HTML.
• The default print option will be PDF.
• Click the print icon at the right end of this rectangle. Another print preview will appear.
• Click the print button at the top left to print the report. Close the print preview.

3. Print History - prints the history of a fee highlighted from the Fees section of the report

4. Print Invoice - statement that shows charges/payments for a student.

To Print this Report

• Click the Print button at the bottom of the screen.
• A popup will appear with a set of document print options--PDF, XLS, CSV, HTML.
• The default print option will be PDF.
• Click the print icon at the right end of this rectangle. Another print preview will appear.
• Click the print button at the top left to print the report. Close the print preview.

5. Print Statement - statement that shows all transactions on a from date/to date with a closing balance as of the to date.

Print Options

• To find the print instructions, follow this link: Standard Print Options.

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Student Master Main Page

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