SchoolKeeper Help

Appearance

Set up your fees ​

When you need this ​

A fee is one charge the school makes: tuition, boarding, a development levy, a sports levy, an exam fee. Set up each one once, before the first bill. Fee structures, bill runs and single invoices all pick their lines from this list.

One fee is one charge, not one per class. Tuition that differs by form is one Tuition fee here; the different amounts per form are set in the fee structure.

Steps ​

Add a fee ​

  1. Open Fees in the menu and press New Fee.
  2. Name: what parents will read on the invoice, for example Tuition or Boarding.
  3. Code (optional): a short code of your own, for example TUI.
  4. Categories (optional): pick one or more, for example Levies. Categories group fees in reports.
  5. Description (optional).
  6. The price field: the usual amount for this fee, for example 450.00. The currency shown beside it is the school's own. The label reads Selling Price (incl. VAT) or Selling Price (excl. VAT), depending on the school's tax setting. A fee can't be saved without it.
  7. Press Save & View to open the new fee, or Save & Add Another to clear the form for the next one.

Add a category ​

  1. Open Fees, then the Categories tab.
  2. Press New Category.
  3. Name, and optionally Description. Press Submit.

Change several prices at once ​

Use this when fees go up for a new year.

  1. Open Fees and press Bulk prices.
  2. Narrow the list with Search or Category if you need to.
  3. Either type the new amount straight into a fee's price column, or tick the fees, choose Increase or Decrease, type the amount, choose % or amount, and press Preview on N selected. Nothing is saved yet: the new prices show in the table for you to check.
  4. Press Apply N changes at the bottom, then Apply to confirm. Press Discard to throw the changes away instead.

What you should see ​

The fee in the Fees list with its name, price and code. After a bulk change, N price(s) updated, and the new prices in the list.

A fee's price is only where a fee structure or an invoice starts. Each fee structure keeps the amounts it was saved with, and invoices already made keep theirs. Changing a price here changes neither: check your fee structures before the next bill run.

If something goes wrong ​

  • "Price is required before this item can be sold on the POS or online.": the price field is empty. Type the fee's usual amount.
  • "Name is required!": give the fee a name.
  • The same fee is listed twice: open the one you don't want and delete it from its page, before any fee structure uses it.
  • Bulk prices: "Apply or discard your changes before switching currency or channel.": apply or discard what you have typed first.