Post Tuition Fees By Total Hours - Step Through the Process

Post Tuition Fees, from the Transactions menu, is a tool used to post tuition fees to multiple families at once, also known as a batch.

Use Post Tuition Fees to post fees for classes with either Billing Method, By Class Fee or By Total Hours

If you have some classes billed By Class Fee and some billed By Total Hours, you will run Post Tuition fees twice because each method has separate settings and criteria options.

This article will step through running Post Tuition Fees for classes billed By Total Hours. For By Class Fee classes, refer to our Help article Post Tuition By Class Fee - Step Through the Process.


Billing Settings

Post to classes with this Billing Method

Select By Total Hours to post tuition for classes with the Billing Method of By Total Hours. A link to view or edit your Fee Schedule will appear.

Post total hours per

When the Billing Method is By Total Hours, you have the option of counting the total hours by Student or by Family.

Example

Student #1 takes two 1 hour classes per week

Student #2 takes one 1 hour class per week

Total hours by student:

  • Student #1 is charged $90 (fee for 2 hours)
  • Student #2 is charged $50 (fee for 1 hour)
  • Total family tuition is $140

Total hours by family:

  • Total hours taken by both students is 3 (fee for 3 hours)
  • Total family tuition is $130

When you opt to total the hours by Student you will have the option to add multi-student discounts (see below).

Post tuition to classes with this Billing Cycle

When you post fees By Total Hours, you can only use one Billing Cycle. This field will default to the Billing Cycle you selected in your Total Hours Discount Settings (Tools > Edit Settings > Tuition Settings). 

Billing Cycle start date    

When posting tuition, you must have a Billing Cycle start date. If you select By Session Dates as the Billing Cycle, the Billing Cycle start date will pre-populate with the start date of the session selected. These dates are determined in Tools > Edit Settings > Drop-down Lists > Session.

When you use Weekly, Monthly, or Custom Billing Cycles, you must choose a billing cycle start date. 

  • For Weekly Billing Cycles, you can select from 10 previous billing cycles or 15 future billing cycles, including the current billing cycle. 
  • For Monthly or Custom Billing Cycles, you can select from 3 previous billing cycles or 12 future billing cycles, include the current billing cycle.

Tuition post date

The tuition post date will default to the first day of the Billing Cycle selected, but it is an editable field and does not have any impact on your Billing Cycle start date. This is simply the date that you would like 'stamped' on the tuition fee transaction.

For example, you may post tuition fees on the 15th of each month for the upcoming month. It's March and you are posting tuition for April - you would select the Billing Cycle start date 4/1/2019 and you would change the Tuition post date to 3/15/2019.

Class Criteria

Post to classes with this session

If you selected the Billing Method = By Total Hours, Jackrabbit will look for classes that match the Billing Method and the Billing Cycle you selected. 

You can use Session and Category 1's, 2's, and 3's to further narrow down which classes you are posting to.  Use the CTRL (Command on Mac) key to select multiple Sessions or Categories. Classes that match that criteria will be included in the tuition billing.

If a class is missing any of the selected criteria, on the Summary tab of the Class record, it will NOT be included in the tuition billing. Use Edit All Classes to quickly locate and correct classes with missing information.

Family Criteria

To post tuition fees to all of the families in the classes you have selected, leave these fields blank. 

Use the following criteria to further filter the selected classes, so that only certain families in those classes are included in the batch.

Family Search

Select a specific family to post tuition fees to by searching their last name.

If this family does not have a student currently enrolled in the selected classes, they will not be included; they will not appear in the preview of the batch.

Family Location

Select families from a specific Location to include in the batch. Use the CTRL (Command on Mac) key to select multiple Locations.

Membership Type

Filter to only families with the Membership Type  you select. The Membership Type is located on the Billing Info tab of the Family record. You can only select one Membership Type per batch.

ePayment Schedule

Filter to only families with the ePayment Schedule  you select. The ePayment Schedule is located on the Billing Info tab of the Family record. You can only select one ePayment Schedule per batch.

Multi-Student Discount Settings

If you are using the Billing Method = By Total Hours and have set Post total hours by to Student, you can apply multi-student discounts to the tuition fees. 

The discount settings will default to what was entered in Tools > Edit Settings > Tuition Settings > Total Hours Discount Settings, but they are editable here, for just the batch you are currently creating. See our Help article Total Hours Discount Settings for explanations of these fields.

If you selected to use the discount rate listed for each student, you can also choose the order the discounts are applied.

Additional Settings

There are a number of Additional Settings that can be selected when posting tuition fees.

Post tuition to active classes only

When selected, Jackrabbit will pull only classes with a Status = Active into the tuition batch.

Post tuition to students with Enroll Type=Trial

When selected, students who have an Enroll Type of Trial will be included in this tuition billing.

Post tuition to students with Enroll Type=Waitlist

When selected, students who have an Enroll Type of Waitlist will be included in this tuition billing.

This does NOT include students who are currently on the Waitlist. It includes students who have been enrolled into a class from the Waitlist and who still have the Enroll Type set to Waitlist.

Apply tax to tuition

If you have Tools > Edit Settings > Organization Defaults > Tax Settings > Tax Tuition Fees = Yes, you'll have the option to apply tax to the batch or not.

If you Prorate Tuition Fees, you'll see two further options:

Prorate tuition for future enrollments during Billing Cycle

When selected,  Jackrabbit will prorate tuition for any student that has a future enrollment during the Billing Cycle. If you do not allow future enrollments (Tools > Edit Settings > Organization Defaults > Class Settings) this option will not display. Note: Future enroll dates are inclusive, i.e. the student is considered in class on that date.

Prorate tuition for drops during the Billing Cycle

When selected, Jackrabbit will prorate tuition for any student that drops during the Billing Cycle. Note: The drop date is exclusive, i.e. the student is not considered in class on that date.

Transaction Details

Transaction Type

The Transaction Type of Tuition Fee cannot be changed.

Transaction Subtype

Optionally add a Transaction Subtype to the tuition fee posting. Transaction Subtypes can be created/edited from to Tools > Edit Settings > Drop-down Lists > Transaction Sub Types.

Note

Adding a customized note is optional. If a note is entered, it displays after the transaction note that is automatically created by Jackrabbit. The notes column is limited to 200 characters, so it is possible your notes could be cut off if too long.

Additional Discount

Define an Additional Discount to be applied to the tuition fees as well as your other discounting and/or prorating. 

See our Help article Post Tuition Fees - Additional Discount for more information on how these settings work.

Duplicate fee detection

If you want to use Duplicate fee detection, select the Use duplicate tuition fee detection check box and enter a date range that you would like to check for any possible duplicate fees.

See our Help article Post Tuition Fees - Duplicate Fee Detection for full details on how this feature works.

Preview Tuition Fees

The Preview Tuition Fees page offers all of the details for how the discounts and prorating were calculated. Links are provided to the Family record, the Student record, and the Class record. Select the icon in the Details column to open the fee details.

Let's look at the student in the image above and go through his fees.

The Fee Schedule in this database is:

Per the Fee Schedule, the base price for a one hour of class is $50. 

  • Elijah takes 2 one hour classes each week
  • He receives a Club Member discount of 2%
  • He has a family discount for Facility cleanings and receives an additional 25%
  • Taxes are applied to tuition per the database settings

Because the first class is the same duration as the second class, the hours discount of $10 is divided equally between the two classes (Base Tuition Fee per class is $50 x 2 = $100. Fee for two hours per fee schedule is $90. $100 - $90 = $10. $10 ÷ 2 classes = $5 discount per class).

Post Fees

When you have reviewed the tuition fees in the preview and are happy that everything is as it should be, use the Post Fees button to post the transactions to the family accounts.

If you post a tuition batch in error, use Delete Tuition Fees, from the Transactions menu, to delete them. 
-->