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Fee Setup

Build the fee catalogue (Items), then assign amounts to classes (Structures) before any invoice run. Amounts show in school currency (demo: USh).

Who can use this​

  • FINANCE
  • ADMIN

Path​

/finance/fees

Dependencies​

  • Classes exist so Structures can target a class (Classes).
  • Prefer creating Items first - the Structures tab stays blocked until at least one item exists.
  • Academic terms help when a structure is term-scoped; leave term empty for year-round items.

Screenshot​

Fee Setup desktop

Fee Setup mobile

Steps​

  1. Open Fee Setup at /finance/fees as FINANCE (or ADMIN).
  2. Stay on the Items tab for Step 1 of 2 - fee catalogue items. Click Add item, enter Name, Amount (USh), Category, and set Recurring / Active, then save.
  3. Switch to Structures for Step 2 of 2 - assign items to classes. Click Add structure, pick the fee item, class, optional term, and amount, then save.
  4. Use Configure columns if you need Recurring or Active visible while auditing the catalogue.
  5. Deactivate obsolete rows with Deactivate instead of inventing duplicate item codes for the same charge.
  6. When Items and Structures look right for the classes you will bill, continue to Generate Invoices.

Fields and actions​

  • Tabs: Items / Structures (wizard Step 1 of 2 / Step 2 of 2)
  • Add item / Edit / Update item / Deactivate
  • Item columns: Name, Amount (USh), Category, Recurring, Active
  • Add structure / Edit / Update structure / Deactivate
  • Structure fields: fee item, class, optional term, amount
  • Configure columns

Recurring and Active​

  • Recurring = Yes: charge is expected each billing cycle (tuition-style). Still needs a structure and a generate run - Recurring alone does not auto-invoice.
  • Recurring = No: one-off or occasional catalogue entry (uniform, trip, lab kit).
  • Active = Yes: available for new structures and generate.
  • Active = No (deactivated): kept for history; excluded from new billing.

Common mistakes​

  • Opening Structures before any Items exist (empty state forces you back to Items)
  • Generating invoices when no structure binds the item to the learner's class
  • Wrong class on a structure so one stream is billed and another is not
  • Treating Recurring as automatic billing without a generate run
  • Mixing inactive structures into a live term generate