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Fees - Part 2

This article continues from Part 1 and provides additional instructions on how to add different rates for regular fees, variable and optional fees, minimum deposit fees, and set default fees. These instructions cover specific fee management features available in XenDirect, particularly for Enterprise and Plus users, and allow for more flexibility in handling fee calculations and client payments.

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Main Menu → Services → Sections (view Fees tab)
Applies To: XenEnterprise, XenPlus, XenBasic, Conference

Adding Different Rates for Regular Fees to a Course Section

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

Applies To: Enterprise, Plus, Basic

To add different rates for regular fees:

  1. Go to the view mode of the desired Course Section.
  2. Navigate to the Finances tab.
  3. Add a fee by selecting the Fee Group(s) for the desired fee. Make sure all Fee Groups have fees associated with them, as any missing fees may cause issues with the balance due and amount due calculations.
  4. Sample Fees:
    • 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

Variable and Optional fees allow for more flexible fee management, especially for courses that offer clients multiple payment options. These fees must be used alongside a regular required fee, even if the required fee is set to zero. Fee Groups are also supported for Variable and Optional fees.

Applies To: Enterprise, Plus

Fee Method:

There are three types of variable/optional fees available:

  1. Pick One: Two or more fee options are available, and the client must pick only one.
  2. Pick Multi: Two or more fee options are available, and the client can select one or more options.
  3. Optional: One or more fees are available, but they are all optional. The client is not required to select any optional fees.
Default Pick:
  • This field is used to pre-select an option for determining an aggregate fee in the WebReg module before the client logs in.
  • If Default Pick is checked, the fee will be included in the aggregate fee for the course on the Search Results and Course Display pages. After logging in, the client will see updated fees based on their Fee Group.
Fee Label:
  • You can add a label (up to 25 characters) to each fee to identify it in the WebReg module.
Include in Balance:
  • Check this box if you want this fee to be included in Balance Due calculations. If not checked, the fee will not be included in balance calculations or added to the invoice.
Sample Variable and Optional Fees:
  1. For a Three-Day Conference:
    • Required:
      • Registration Fee = $25 (applies to all clients)
    • 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
  2. 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
  3. For a Ballroom Dance Class for Singles or Couples:
    • Required Fee: None
    • Pick One:
      • Single = $125 (default)
      • Couple = $195

Adding Minimum Deposit Fees

Minimum Deposit Fees allow clients to pay a deposit that is lower than the total amount due. When this feature is enabled, clients will have the option to make a partial payment, with the remaining balance due later.

Applies To: Enterprise, Plus

To add a Minimum Deposit Fee:

  1. Go to the view mode of the desired Course Section.
  2. Navigate to the Finances tab.
  3. Check the box for Allow Minimum Payment to enable this option for the course section.
  4. Enter the minimum amount that clients are allowed to pay as a deposit.
  5. Fee Label: If desired, enter a label (e.g., “Min $25 deposit allowed”) to display next to the Revenue Item name in the WebReg module.
Settings Requirements for Minimum Payment:
  • Branch Profile Settings:
    • Enable Billing: Must be set to Yes.
    • Enable Minimum Payments: Must be set to Yes.
    • Allow Minimum Payment: Set this field as ALL (all clients) or Approved (clients with an available credit limit greater than the amount being billed).
  • When a client pays a minimum deposit, the remaining balance will stay unpaid on the client invoice.

Setting Default Fees

Default Fees allow users to enter global fees with a single click for convenience. This feature is available in Enterprise, Plus, and Basic versions.

Applies To: Enterprise, Plus, Basic

To set Default Fees:

  1. Navigate to the appropriate section for entering fees (as outlined in previous steps).
  2. Click the [Set Default Fees] button to apply the fees globally.

Conclusion

By understanding and using these additional fee management features, you can provide flexible fee structures tailored to different client needs and scenarios. Whether you're adding regular fees, variable/optional fees, or minimum deposit fees, these tools in XenDirect help streamline the fee process for both administrators and clients. For further assistance, refer to related articles or contact support.

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