Other Fees
This article refers specifically to "Other Fees", not childcare fees, though they are sometimes referred to simply as "fees" for brevity. To learn about childcare fees, click here.
You can add additional fees to a child's invoice, other than the childcare fee. Things like lunch fees, admin fees or field trip fees. These other fees are added on each child's Fee page and will be included on each invoice that you create, therefore this is suitable for recurring monthly fees, not for one time charges such as registration fees.
To apply other fees to a child's profile, you can either create pre-defined fees or create a custom fee for each child. Creating pre-defined fees is recommended as it will simplify the process of applying these other fees to children, as they can re-used an unlimited number of times.
Creating Predefined Fees
A predefined fee consists of a name, a charge item and an amount. To create predefined fees, go to Admin > Finance > Other Fees
Click "New Fee" and enter in your first fee.
It's a good idea to use a descriptive name so that when you're selecting it from a list, you know exactly which fee to select, but don't be too verbose because this name will also be shown on the invoice so it should make sense to the parents.
Fee Amount Type
Fee amounts can be hourly, daily, weekly, monthly, quarterly, termly, or yearly but regardless of this, each active fee will be applied to each invoice created by default. So, if you invoice weekly, then it makes sense to create a weekly fee, but if you invoice monthly then you should only apply monthly fees. Having said that, when the fee is applied to the invoice, it can be removed from the invoice before the invoice is generated, so it's not a requirement, only a convenience.
After you've created your fees, you can move onto applying them to children's profiles.
Apply Other Fee to Child Profile
Fees need to be applied to each child individually, so start by selecting a child and go to their Fees page.
In the Other Fees section, click Add Fee.
Adding a Fee
On this page, you must enter in an effective date and then select either a predefined fee or create a custom fee.
The easiest thing to do here is keep it on "Select a predefined fee" and select one of the fees you had predefined earlier. If you chose not to create any predefined fees, or you want to enter a one time fee that would never be used again, you can select "Enter a custom fee".
If you're entering a custom fee, you'll need to type in a name and amount, and select a charge item. The charge item is what will be displayed on the invoice each time this fee is charged.
Once you've added the fee it will be listed in the Other Fees section with the total amount above the fees list. You can add as many fees as you want but keep in mind that all active fees will be included on each invoice. If a fee is not yet active, the effective date will be displayed in red.
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