Moving Fees to a New Term, and What Each Button Does

Two ways to bring fees across

Roll forward, when you create the term

Under Fees, Cycles, click Create term and choose a term under Roll forward fees from. Fees101 brings only what should repeat, so this is the safer choice for most schools.

Copy from last term, on the Structure page

Open the new term under Fees, Structure and click Copy from last term. This brings everything from the term just before it, at the same prices, including fees that were only meant to bill once. Fees already in the new term are left alone, so pressing it twice won't create duplicates.

Use it when you'd rather start with everything and edit: change the prices that went up and delete what doesn't apply. If a compulsory fee that bills once came across, a notice names it so you can decide.

What happens to each kind of fee

Every term

Comes across when you roll forward, within the year and into the next year. Students on an opt-in stay on it.

Once a session

Skips the rest of the year when you roll forward, then returns on the first term of the next session. Students on an opt-in stay on it, so they are charged again next year.

This term only

Never rolls forward, and students on it don't follow. A child who bought trousers first term isn't charged for trousers again.

Unpaid amounts

Whatever a parent hasn't paid moves to the next invoice as "Outstanding balance", including any part of a This term only fee. The fee doesn't come back, but the debt isn't lost.

At term end and year end

• Close term: locks the term and carries unpaid balances and credit to the next one. Your fee structure isn't changed.
• Activate term: makes a draft term the live one. If another term is live, you review and close it first. This is also when opt-ins follow to the new term, matched by fee name, so don't rename a fee you want them to stay on.
• Year end: moves students to their next class, then starts the new session's first term using the same rules as rolling forward. A student on a fee follows it at the new class's price.
• Invoices are not created by any of these. Generate them on the new term when you're ready, then check a few before sending.

Fees, Structure

• Add fee: creates a new fee in the term you're viewing.
• Copy from last term: brings in every fee from the term before, as described above.
• Search fees: finds a fee by name in a long list.
• Click a fee, then Edit fee: changes its name, amounts, classes or when it bills. Invoices already generated need updating to show the change.
• Click a fee, then Manage opt-ins: adds or removes many students on one fee at once. Use it for one fee and many students, such as all your boarders.
• Click a fee, then Delete fee: removes it from every class in this term, along with its opt-ins.

Fees, Cycles

• Create term: adds a new term. It starts as a draft, and parents see nothing.
• Edit dates: changes the term's dates. These lock once parents have been billed.
• Edit fees: opens this term's fees on the Structure page.
• Draft invoices, or Generate more: creates invoices ahead of time so you can check them. Nothing goes to parents.
• Activate term: makes this the live term.
• Generate missing: creates invoices for students who don't have one yet, such as a new student.
• Send: sends invoices that haven't gone out yet to parents.
• Review close: shows what closing will do before you confirm.
• Undo activation: puts a term back to draft. It's blocked once any invoice has been sent or paid, or a balance has carried in.
• Delete draft: removes a draft term and its draft invoices. It's blocked once an invoice has been sent.

Fees, Close term and Year end

• Close term: shows how many invoices lock and how much carries forward, with the unpaid list, before you confirm. A closed term can't be reopened.
• Year end: walks you through the new session's details, checks, each student's next class and balances, then asks you to type the session's name to confirm.

On a student's profile

• Manage opt-ins: opens a panel of this student's optional fees, for their class or the whole school. Search, switch several on or off, then save them together. If they have more than five, View all opens the same panel.
• Add a charge: charges this student for something outside the fee structure, with a reason. It never moves to another term as a fee.
• Mark exempt: stops one compulsory fee for this student.
• Generate invoice, or Update invoice: creates or refreshes this student's invoice after a change.