Reduce billing errors! Advanced Detection in Post Tuition Fees is a tool designed to identify tuition fees that may have already been posted (duplicate tuition fees). It can also alert you to any fees that are set to post for a student who was enrolled and dropped during the Billing Cycle due to an administrative error, as an example (dropped student fees).
The Advanced Detection settings offer several options. The selections you make here will determine which fees are brought to your attention (highlighted) and which fees are selected to post on the Preview Tuition Fees page that is generated when the Preview Fees button is selected. The reason for being detected as a duplicate or drop is included in the preview results.
|Detect duplicate tuition fees||Select the Detect check box to enable duplicate detection. Jackrabbit will search for fees with the Transaction Type = Tuition Fee that have already been posted to a family's account for the same student during the chosen time frame.|
If you enable detection, tell Jackrabbit whether or not you want to Post Fees to detected duplicates. You'll also be given the option to Match on Student plus Class, Category 1, and/or Transaction Subtype (if one was entered in the Post Tuition Fees - Transaction Details).
|Match on Student plus||Optionally have Jackrabbit also include the Class and/or Category 1 in the criteria for a duplicate fee. The tuition fee for a student must have the same Class/Category 1 to be considered a duplicate.|
Note: If you select a Transaction Subtype in the Transaction Details section, the Transaction Subtype will display as a check box below Category 1.
|Detect dropped student fees||Select the Detect check box to have Jackrabbit identify fees set to post to a student who was enrolled and dropped in a non prorated class during the Billing Cycle.|
Dropped student fees are not detected for prorated classes because Jackrabbit already considers the student enroll and drop dates when prorating the fee according to your Tuition Settings (Prorating Options).
|Check dates from||Enter the Check dates from and through to define the time frame to be searched. The system checks for tuition fees posted for the time frame you select.|
Note: When you have selected Post Later, the check dates from and through fields default to the first and last day of the Billing Cycle selected and are not editable.
The Preview Tuition Fees page will display a legend for any fees that have been detected and the rows will be highlighted according to the legend.
- When you have opted to Post Now in the Post Tuition Fees - Post Setting, the check boxes in the Post column will reflect the selections you made in the Advanced Detection settings, however, they can be changed at this point if needed. As a time saver, the legend includes options for working with several rows in the Post column at once.
- When you have opted to Post Later in the Post Tuition Fees - Post Setting, the check boxes in the Post column are disabled and the legend does not include options for working with multiple rows. Any changes must be made on the main Post Tuition Fees page.
The legend in the above screenshot shows the highlighting for three different scenarios:
|Duplicate Tuition Fee|
|A tuition fee for this student has already been posted to the Family account during the time frame defined for detection.|
ExampleBarbie was enrolled into Ballet L1 - Mon 5pm and her June tuition fee was posted at that time of enrollment. Later that week, another staff person ran Post Tuition Fees for the June Billing Cycle and Barbie was included causing a duplicate transaction.
|Dropped Student Fee|
|This student was enrolled and dropped or transferred from a non prorated class during the Billing Cycle.|
ExampleLeslie was enrolled in Ballet L1 - Mon 5pm on June 1st by a staff member by mistake. On June 2nd the staff member realized their error and dropped Leslie from the class without deleting the enrollment. Later that week another staff member ran Post Tuition fees for the June Billing Cycle and Leslie was included because she had been enrolled in the class during the Billing Cycle. The row for her tuition is highlighted to alert you to the drop so that you can avoid a billing error.
|Dropped & Duplicate|
|This student was enrolled and dropped from a non prorated class during the Billing Cycle and a tuition fee has already been posted to the Family account during the time frame defined for detection.|
ExampleOn June 1 Betty was enrolled in Ballet L1 - Mon 5pm by mistake and the tuition fee was posted at that time. This administrative error was discovered on June 2nd and Betty was dropped from the class. Later that week, another staff person ran Post Tuition Fees for June, and Betty was included causing a duplicate transaction. The row for Betty's tuition is highlighted as both a duplicate fee and a dropped student fee.
Fixed Fees will always be displayed as possible duplicates. Be sure to check a fixed fee was not previously posted to a family account before you post the tuition fees.