What does the function mean?
To create your various fees in the system and specify the billing periods that they should apply.
Why should I use this function?
You need to set up and link fees to your different courses to be able to invoice for tuition/lessons.
How do I create and adjust a fee?
To Create a fee
- Go to Settings -> Finance -> Fees -> and then click “+ Create”.
- Enter the “Fee Name”, “Upper Charge Category”, “Discount ranking price”, “Usage”, “Price Type” and click “Save”. Finc more information about fee usage here: Fee usages
To Adjust a fee
If a fee needs to be adjusted, for example if it should be increased or decreased for the next academic year-
- Find the charge you want to adjust under “Settings” --> “Finance” --> “Fees”
- Click on the Fee you want to change
- Click the pencil to edit the charge for the billing period in which the new charge will take effect
- Change the total in “Amount” or “Price per lesson” and click “Update”
Changing a fee's price type
What: This guide explains how to change the price type of an existing fee, for example from Price per charge rate to One time Price.
Why: You can now correct or change how a fee is billed without deleting it and setting it up again. This matters once a fee has charges, because it can no longer be deleted.
How: Follow the steps below.
Step 1: Open the fee
- Go to the fee you want to change. "Settings > Finance > Fees"
- Check the fee's current setup at the top of the page: who it is billed to (e.g. Billed to a parent) and its "Price type" (e.g. Price per charge rate).
If the title says Deletion has been disabled. Check for charges., the fee already has charges. You can still change its price type within the rules below.
Step 2: Change the price type
- Click “More action(s)” in the top right.
- Choose “Change price type”
The yellow banner at the top of the Change Fee price type window will tell you what limitations there are for this fee and why.
- Click “Course types” in the banner to see which offerings use this fee. Every one of them will be billed with the new price type.
- Under “New price type”, choose an option. Options you can't use are greyed out, with the reason underneath.
- Choose the new price type you want and click “Change price type.”
Price types Explained -
| Price type | Billed to | What it does |
| Onetime Price | A person | Charges once per sign-up. Students who already have an invoiced line for this fee are not charged again, and their pending charges are removed. |
| Price per charge rate | A person | Charges using the fee's charge rates |
| Price pr Timeslot | A person | The amount charged for each individual timeslot or lesson within a booking. The total cost is calculated based on the number of timeslots and the price set for each one. |
| Subscription | A person | A recurring charge for a service or programme, usually covering a set period. The subscription amount is charged according to the payment schedule and terms you have set. |
| School billing | The school | A charge applied directly to the school or organisation rather than to an individual customer. This can be used where the school is responsible for paying for a service, lesson or other charge. |
| School price per charge rate | The school | The amount charged to the school for each individual charge. This allows you to set a specific price for the school when billing is based on individual charges. |
Why is a price type greyed out?
| Message | What it means | What you can do |
| This fee has already been invoiced, so it cannot switch between being paid by a person and being paid by the school. | Once invoiced, the payer is fixed. A person-billed fee can only move to another person-billed type, and a school-billed fee to another school-billed type. | Choose a price type with the same payer. To change who pays, set up a new fee. [Check recommended route] |
| School billed price types are not available while this fee gives discount or has discount schemes attached. | School-billed types can't be combined with discounts. | Remove the discount setup on the fee's Discount tab first, then try again (only possible if the fee has not been invoiced). |
| The prices on this fee's rates do not support that price type. | The fee's current charge rates don't fit that price type. | [Add what to change on the Charge rate tab, if anything] |
Things to be aware of
- The change applies to every offering that uses the fee. The window tells you how many (e.g. “This fee is used by 5 offering(s)”). Check the list under Course types before you save.
- Switching to Onetime Price removes pending charges. Students who have already been invoiced for this fee are not charged again.
- Invoiced fees keep their payer. You can't move an invoiced fee between person billing and school billing.
- Discounts block school billing. Remove the discount setup first.