Charges

charges overview the charges section displays all fees applied to a student’s account, including tuition, materials, and other program related charges each charge shows details such as the charge date, due date, description, associated program or course, status, amount, and remaining balance from this page, you can create new charges and manage existing ones, including applying payments, editing charges, reversing charges, or cancelling them creating a new charge to create a charge, click the new charge button in the charges section this opens the new account charge window where you can enter the details for the charge complete the following fields to create the charge type determines how the charge is created select manual to enter the charge details yourself, or choose a predefined fee predefined fees include charges that have already been configured for programs, courses, or other institutional fees, allowing you to quickly select them instead of entering the charge manually override auto id allows you to manually enter a charge id instead of using the system generated id date the date the charge is recorded on the student’s account due date the date the charge is due revenue account the accounting category where the revenue from this charge will be recorded description a short description of the charge that will appear on invoices and student statements amount the total value of the charge apply available payments if selected, any unapplied payments on the student’s account will automatically be applied to the charge when it is created program optionally associate the charge with a program programs can be selected from enrolled, expected, or other programs in the system, allowing charges to be associated even if the student is not yet enrolled in the program the selected program may also be used when determining whether the charge is tax deductible , based on your institution’s tax configuration course optionally associate the charge with a specific course if selected, the course may also be used to determine whether the charge is tax deductible according to your institution’s tax settings course marketplace used for courses that were enrolled through the course marketplace for internal tracking purposes academic session the academic session the charge applies to this is required when the charge is not associated with an enrolled course or session tax deductible source determines how the tax deductible status is set by default, this is auto determined , which follows your institution’s docid\ rouigzumxkecharsfjt n if user override is selected, you can manually set whether the charge is tax deductible and provide an override reason note an optional internal note related to the charge once all required fields are completed, click add to create the charge editing a charge unlike invoices, charges are automatically posted when they are created because of this, only certain fields can be updated after the charge has been saved to edit a charge, locate the charge in the charges list and select the edit icon this will open the edit account charge window from this window, you can update the following information date the date the charge was recorded due date the date the charge is due revenue account the account where the revenue is recorded description the description of the charge program / course / marketplace / academic session the academic components associated with the charge tax deductible source allows the tax deductible status to be automatically determined or manually overridden note an optional internal note related to the charge financial details such as the amount cannot be changed once the charge has been created if a correction is required, the charge should be reversed and recreated to maintain an accurate financial record applying a payment to a charge to record a payment for a specific charge, click the new payment icon next to the charge this opens the new account payment window with the charge already selected complete the payment details payment by agent select this option if the payment is being made by an agency instead of the student date the date the payment was received payment type determines how the payment was made default is used for standard payments recorded in the system, while online is used for payments processed through online payment integrations method the payment method used (for example, credit card, cash, cheque, etc ) funding source used when the payment comes from a funding provider description an optional description for the payment amount the payment amount being applied to the charge apply to payment plan determines how the payment interacts with a payment plan, if one exists auto apply automatically applies the payment to scheduled payment plan items select plan items allows you to choose which payment plan items the payment should be applied to none the payment will not be applied to payment plan items notes optional internal notes related to the payment once all required fields are completed, click add to record the payment by default, payments will be applied to outstanding charges if the payment exceeds the balance owed, the remaining amount will be recorded as a credit on the student’s account reversing a charge if a charge was created incorrectly or needs to be removed from a student’s account while preserving the financial history, it can be reversed to reverse a charge, locate the charge in the charges list and click the reverse charge icon this opens the reverse account charge window where you can review the charge details and enter a reason for the reversal enter a reversed reason , then click reverse charge to complete the action when a charge is reversed, ampeducator performs two actions any payments, credits, or deposits applied to the charge are unapplied a credit adjustment is created for the amount of the charge , bringing the balance of the charge to $0 the original charge is not deleted instead, the system keeps both the original charge and the reversing credit adjustment to preserve an accurate financial record once a charge has been reversed • the charge status changes to reversed • the charge and its associated credit adjustment become locked • no further edits or changes can be made to the charge this ensures that the financial history of the account remains accurate and traceable cancelling a charge if a charge needs to be removed from a student’s account, it can be cancelled to cancel a charge, locate the charge in the charges list and click the cancel charge icon this opens the cancel account charge window enter a cancelled reason , then click cancel charge when a charge is cancelled • any payments, adjustments, or deposits applied to the charge are reversed • the charge amount remains visible , but the balance is set to $0 • the charge status changes to cancelled • the charge can no longer be modified reissuing a charge if the charge needs to be corrected, you can enable reissue charge when cancelling it when reissue charge is selected, ampeducator will cancel the original charge automatically open a new charge modal with the same details pre filled you can then modify the charge details as needed and click add to create the updated charge viewing a charge to view the full details of a charge, click the view charge icon in the charges list this opens the view account charge window, which displays detailed information about the charge, including the charge date, due date, description, associated program or course, and the current status the window also displays any payments, credits, or adjustments applied to the charge if the charge has been reversed or cancelled , a banner will appear at the top of the window indicating its status if tax settings apply, the window will also display the tax deductible status and the tax deductible policy used to determine eligibility, including the policy version, evaluation result, and reason