Fees

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Applies To:    See below

Overview

Allows user to view and add fees to a Course Section. Fees Items are defined by the user and can be of any type.  Various Fee options exist:

• Fees must have a value of zero or greater.
• Adding fees to an existing course section does not add those same fees to existing invoices.  Existing invoices must be modified manually when new fees are added.
• Enterprise, Plus and Basic Versions
  • Regular Fees:  Standard base rate fee(s) applicable to all or most clients.
  • Multiple Fees:  Additional fees above the base rate fee(s).
  • Different Rates: Varying rate fee(s) based on the Fee Group of the Client.
  • Set Default Fees:  Allows for fast entry of global fees.
• Enterprise and Plus Versions
  • Variable and Optional Fees:  Pick One, Pick Multi and Optional Fee(s)
  • Minimum Deposit Fees:  Fee(s) when a minimum amount due less than the total amount due is allowed.
• Enterprise Version
  • Program Tracking:  A special feature for tracking credit style fees versus course specific fees.

Restricted Fees:

Restricted by Date:  If this column displays in the results list and has a value of Yes (in red), the Fee will only be active between the dates entered. This will affect any invoices created outside the active dates and could result in a blank invoice.  Only use Active Start and End Dates in Fees when there is a need to restrict when they are active.

Adding Regular Fees to a Course Section

One or more fees can be assigned to each course section.  At least one of the fees must be the same Revenue Item as the Default Revenue Item as entered in the Branch Profile.

Applies To:    Basic

• Go to view mode of the Course Section desired.
• Go to the Finances tab.
• Click the New button to the upper right of the Fees window.
• Add field values as appropriate.
  • Revenue Item:  The type of revenue associated with this fee.  Revenue Item is a user defined list.  Required field.
  • Fee:  The amount of the fee.  Must be a positive number.  Required field.
  • Fee Group:  The Fee Group list is user defined and more than one can be selected (multi-select).  At least one should be selected.  Fees without a Fee group will not register or be charged correctly in the Web Registration module or in Balance Due calculations.
  • Include in Balance:  If checked, this fee is included in all Balance Due calculations.  At least one fee must be tagged as Include In Balance to display in the WebReg module.  Fees not tagged as Include in Balance = Yes will not be included in Balance Due calculations in the Admin module and in the amount due calculation in the WebReg module.
  • Fee Method:  Only option in Basic is "Required".  Required field.
  • Income Account:  The account attached to the fee.  If selected, will override the default value selected as the Revenue Account identified in the Course Section.
  • Order: If entered, this value determines the first level sort order by which fees will display in the Course Display page of the WebReg module. Can be set from 1 to 20. Revenue Item is the second level sort order by default.

Applies To:    Enterprise     Plus

• Go to view mode of the Course Section desired.
• Go to the Finances tab.
• Click the New button to the upper right of the Fees window.
• Add field values as appropriate.
  • Revenue Item:  The type of revenue associated with this fee.  Revenue Item is a user defined list.  Required field.
  • Fee:  The amount of the fee.  Must be a positive number.  Required field.
  • Unsubsidized Fee:  Amount of fee client required to pay that is not subsidized.  Must be a positive number.  This field only available and displays in Enterprise only, and only when the Use Program Tracking field is enabled from the Branch Profile >> Preferences.  Required field.
  • Allow Minimum Payment:  This field is used to enable or disable the Minimum Payment feature for this course section in the WebReg module.
  • Minimum Payment:  The amount a client can pay as a minimum deposit when making a purchase using the WebReg Module.  If the amount is less than the fee, the balance of the fee will remain unpaid on the client invoice.  This feature is only in effect when the following settings are valid:
    • Course Section Fee field called Allow Minimum Payment is Yes.
    • Branch Profile field called Enable Billing is Yes.
    • Branch Profile field called Enable Minimum Payments is Yes. 
    • Branch Profile field called Allow Minimum Payment is "All" (all clients) or "Approved" (only clients with an available credit limit greater than the amount being billed).
  • Fee Group:  The Fee Group list is user defined and more than one can be selected (multi-select).  At least one should be selected.  Fees without a Fee group will not register or be charged correctly in the Web Registration module or in Balance Due calculations.
  • Include in Balance:  If checked, this fee is included in all Balance Due calculations.  At least one fee must be tagged as Include In Balance to display in the WebReg module.  Fees not tagged as Include in Balance = Yes will not be included in Balance Due calculations in the Admin module and in the amount due calculation in the WebReg module.
  • In Minimum Due:  Check this box if this revenue Item should be included in a minimum amount due such as a deposit.  This value also copies to Program Enrollment Invoice using the Auto Invoice function.  This field is only available and displays in Enterprise only, and for InvoiceA customers only.
  • Active Start and End Date:  If a fee is only valid for a specific date range, enter a start and/or end date.  The client will be charged all fees valid based on the date of registration.  If dates overlap, the client will be charged all fees valid for the registration date.  Example of a tuition fee that varies based on dates:
    • Tuition = $75 for all dates prior to 7/31/13.  Enter 7/31/13 in Active End Date and leave Active Start Date blank.
    • Tuition = $95 for all other dates up to a class start date of 9/5/13.  Enter 8/1/13 in Active Start Date and 9/5/13 in Active End Date.
    • Tuition = $125 for all dates after class start.  Enter 9/6/13 in Active Start Date and leave Active End Date blank.
  • Income Account:  The account attached to the fee.  If selected, will override the default value selected as the Revenue Account identified in the Course Section.
  • Order: If entered, this value determines the first level sort order by which fees will display in the Course Display page of the WebReg module. Revenue Item is the second level sort order by default.
  • Fee Method:  There are three types of variable/optional fees are available.  If not selected or set to "Required", the fee is considered a Required Fee and not a Variable or Optional Fee.  Required field.
    • Required:  The value for all fees unless a variable or optional fee.  Only option available in Basic.
    • Pick One:  Two or more fee options are available and client must pick only one.
    • Pick Multi:  Two or more fee options are available and client must pick one but can pick more than one.
    • Optional:  One or more fees are available but are all optional.  Client does not have to select any optional fees.  (Note:  Optional Fees cannot be used alone without a Required, Pick One or Pick Multi Fee.)
  • Fee Target:  This field is only used in relation to Bundled courses to allow a Bundled course to have a fee different than a non-bundled course.  Bundled courses are only available in the Enterprise version.
    • Standard:  The fee is used for non-bundled courses.  This is the default value.
    • Bundle:  The fee is used for bundled courses.
    • Both: The fee is used for both bundled and non-bundled courses.
  • Fee Label:  Each fee can have a separate label to identify the choice.  Enter up to 25 characters to identify the fee.  When Fee Method is "Required", the label will display next to the Revenue Item name in the Course Detail page of the WebReg module. 
  • Default Pick:  This field is used only to pre-select an option for determining an aggregate fee in the WebReg module before a client has logged in and the Fee Group is unknown.  If checked, the fee will be included in the aggregate fee for the course on the Search Results and Course Display pages.  Once logged in, the client will see updated fees based on their Fee Group rather than the default fee total.  Only used when Fee Method is not "Required".
    • When no required fees are set and only PickOne fees are used, at least one PickOne fee must be set as the default.  If several sets of PickOne fees are set based on dates, a default must be set for each date group.
  • Workshop Date:  This field will only display in the Enterprise version when the Course is a Conference.  See Conferences for details.
  • Workshop ID:  This field will only display in the Enterprise version when the Course is a Conference.  See Conferences for details.

Adding Different Rates for Regular Fees to a Course Section

Fee amounts can vary for different Fee Groups.  When the Client logs into the WebReg module, the fees displayed and charged match those for their Fee Group.  Fee Group also determines which fees are used when making a Balance Due calculation.

Applies To:    Enterprise     Plus     Basic

• When entering fees as noted above, select only the Fee Group(s) for the desired fee.
• Make sure all Fee Groups have fees associated with the group.  If not, amount due and balance due calculations will not calculate as desired.

Sample Fees:  In this example, three fee records are added, two for Tuition Fee and one for Supply Fee.

• Fee Group = Regular
  • $100 Tuition Fee
  • $15 Supply Fee
  • $115 total
• Fee Group = Employee
  • $50 Tuition Fee
  • $15 Supply Fee
  • $65 total

Adding Variable and Optional Fees

Applies To:    Enterprise     Plus

Variable and Optional fees allows for flexible fees to be added to course sections.  They must be used in conjunction with a regular, required fee, even if the required fee is set to zero.  The use of Fee Groups is supported for Variable and Optional Fees just as it is for Required Fees.  When adding a new Assignment to a Client for a Course Section with Variable/Optional Fees, a prompt will appear for selecting the choices for that Client.  Those options can be edited at any time from the Client Assignment Results List screen (Edit Fee Options).

• Fee Method:  There are three types of variable/optional fees are available.  If not selected or set to "Required", the fee is considered a Required Fee and not a Variable or Optional Fee.
  
  • Pick One:  Two or more fee options are available and client must pick only one.
  • Pick Multi:  Two or more fee options are available and client must pick one but can pick more than one.
  • Optional:  One or more fees are available but are all optional.  Client does not have to select any optional fees.  (Note:  Optional Fees cannot be used alone without a Required, Pick One or Pick Multi Fee.)
• Default Pick:  This field is used only to pre-select an option for determining an aggregate fee in the WebReg module before a client has logged in and the Fee Group is unknown.  If checked, the fee will be included in the aggregate fee for the course on the Search Results and Course Display pages.  Once logged in, the client will see accurate fees based on their Fee Group rather than the default fee total.
• Fee Label:  Each fee can have a separate label to identify the choice.  Enter up to 25 characters to identify the fee.
• Include in Balance: Check this field = Yes. If this field is checked = No the fee is assumed not active and does not get incldued in baalnce or inserted into the invoice.

Note: The same Revenue Item cannot be used in two different Fee Methods for Variable and Optional Fees.

Sample Variable and Optional Fees

• Sample Fees for a Three Day Conference
  • Required:
    • Registration Fee = $25 (All Clients will pay this fee)
  • Pick One:
    • Three Day = $450 (default)
    • Two Day = $325
    • One Day = $200
  • Pick Multi:
    • Lunch Day 1 = $20
    • Lunch Day 2 = $20
    • Lunch Day 3 = $20
    • Dinner Day 1 = $30
    • Dinner Day 2 = $30
  • Optional:
    • Membership Fee = $150
    • Audio/Video Collection of Conference = $295
• Sample Fees for a Weekly Yoga Class with Up To Five Day Option
  • Required Fee = None
  • Pick Multi:
    • Monday = $25 (default)
    • Tuesday = $25
    • Wednesday = $25
    • Thursday = $25
    • Friday = $25
  • Optional:
    • Yoga Pad Kit = $50
• Sample Fees for a Ballroom Dance Class for Singles or Couples
  • Required Fee = None
  • Pick One:
    • Single = $125 (default)
    • Couple = $195

Adding Minimum Deposit Fees

Applies To:    Enterprise     Plus

Minimum Deposit Fees are used when the Client is allowed to pay an amount less than the total amount due at the initial purchase via the WebReg module.  When a course section has a minimum payment option and all valid settings are in effect, the client will see an option to enter an amount of the payment.  The default will be the total amount.  The client can enter a numeric value between the lowest allowed value (minimum payment) and the total due.  If the client enters a value lower than the minimum, the value will be changed to the minimum.  If the client enters a value higher than the total, the value will change to the total due.  The difference between the Amount Paid and the Total Due will remain unpaid on the client invoice.

• This feature is only in effect when the following settings are valid:
  • Branch Profile field called Enable Billing is Yes.
  • Branch Profile field called Enable Minimum Payments is Yes. 
  • Branch Profile field called Allow Minimum Payment is set as:
    • ALL:  All clients are allowed to pay less than the total due.
    • Approved:  Only clients with an available credit limit greater than the amount being billed are allowed to pay less than the total due.  The credit level is determined using the Credit Limit set in the Client Info less any current balances due.
• Allow Minimum Payment:  Set this field to Yes.
• Minimum Payment:  Enter the minimum amount clients are allowed to pay as a deposit.  This must be a positive number and cannot be blank.
• Fee Label:  If desired, enter a label to display next to the Revenue Item name in the WebReg module that explains the minimum amount allowed.  For example "Min $25 deposit allowed".

Set Default Fees

Applies To:    Enterprise     Plus     Basic

Default Fees allows a user to enter global fees with a single click.  See Global Fees.

 

Related Topics

Fee Groups

Invoices Without Line Items