Tutorial: Set Up Fees

Nothing in Accounting works until fees exist. A payment is always against a charge, and charges come from the fee schedule you define here.

You need: access to Accounting → Fee Setup.

The two levels

• A fee type is the thing being charged — Term Fee, Admission Fee, Transport.
• A schedule is one instalment of it: a label, an amount, a due date, and who it applies to.

One fee type usually has several schedules — three termly instalments of the same Term Fee.

Steps

1. Open Accounting → Fee Setup.
2. Create or select the fee type.
3. Select Schedule to add an instalment, and fill in:
   • Label — what appears on the parent's statement and the receipt. Be specific: Term 1 2026, not Instalment.
   • Amount.
   • Due date — what makes a charge overdue, and what payment reminders key off.
   • Applies to classes — either All classes, or tick the specific ones. This is how you charge different amounts to different year groups: one schedule per set of classes.
   • Active — leave on. Turning it off retires a schedule without deleting its history.
4. Save.

Duplicating

Duplicate copies an existing schedule so you can change just the label, amount and due date. This is the fastest way to roll a fee forward to the next term or year, and it keeps the wording consistent between instalments.

Retire rather than delete

Switch Active off for a schedule that no longer applies. Deleting one that already has payments against it is what produces the orphaned charges you then have to clear in Reconciliation.

What to do next

• Record payments as they come in.
• Set up discounts for scholarships and sibling reductions.
• Decide what unpaid fees do to portal access in Accounting → Portal Access Rules.

Related

• Accounting Workflow — Ledger, Day-Close and Reconciliation