Charges
The Charges section provides a record of all individual fees applied to a Student’s account, including tuition, materials, and other charges. It helps track outstanding amounts, applied payments, and any adjustments made to a Student’s financial obligations.
Within the Charges section, you can view a complete list of all charges for an individual Student, including those that have been paid, partially paid, or remain outstanding. This allows for a clear and detailed view of a Student’s financial activity at a glance.
To create a new charge, click the New Charge button. This will open a New Charge modal, where you can begin customizing the charge details before finalizing it.
When creating a new charge, you can manually enter the charge item by leaving the Type field set to Manual. You can then customize the following details:
- Associated Program, Course, or Session
- Charge Date and Due Date
- Revenue Account
- Description
- Amount
You can check Apply Available Payments to automatically apply any unapplied payments to the invoice or charge, ensuring that available funds are used before adding a new payment.
Once all details are entered, click Add, and the charge will appear in the Charges List.
Instead of manually entering a charge, you can select a predefined fee from the Type dropdown menu if fees have been configured for courses, programs, or other charges.
You can also check Apply Available Payments to automatically apply any unapplied payments to the invoice or charge, ensuring that available funds are used before adding a new payment.
If, for example, a program includes multiple predefined fees—such as tuition, registration, materials, and other —each fee will be created as separate charges and will appear individually in the Charges List. This helps streamline the process by automatically applying the correct charges based on your institution’s setup.
Next to each charge, you’ll find quick action icons that allow you to manage charges efficiently:
- New Payment – Make a payment directly toward the charge.
- View Charge – Open the charge details.
- Edit Charge – Modify the charge information.
- Delete Charge – Remove the charge from the list.
These shortcuts help streamline charge management without needing to navigate away from the Charges section.
Clicking the View Charge icon provides a comprehensive summary of the student and charge details, along with payment history, applied credits, and journal entries, ensuring a complete financial record.
This detailed view is valuable for:
- Tracking payment progress – See how much has been paid and what remains outstanding.
- Verifying charge details – Confirm the charge amount, due date, and associated accounts.
- Reviewing financial history – Access journal entries and applied payments for accurate reconciliation.
By providing a clear breakdown of each charge and its history, this view helps maintain accurate financial records and ensures transparency in student billing.