Student Fees Page

On this page:

Use this page to view and update the student's fees information. From this page, you can display windows for adding fee items, recording payments, and prorating course fees. Windows also can be displayed for viewing the student's credit, refund, billing address, and history information. For additional details, refer to:

Add Fee Item Window

Record a Payment Window

History Detail Window

Credits and Refunds Window

Tip

You do not have to click Save after completing a procedure. Instead, you can complete several procedures for a student and then save your entries. If you attempt to leave the Student Fees page without saving, the system displays a warning.

View students' fee histories

1. Select Fees > All > Student > Student Fees.
2. If the Student Search Page displays, search for the appropriate student, then click the student's name link.
3. On the Student Fees page, click

   

   (View detail) in one of the following panels to display the History Detail window:
   • Fees panel, History column - to view a fee's history
   • Debits panel, History column - to view a debit's history.
4. Click OK to close the window.

Add fee items

1. Select Fees > All > Student > Student Fees.
2. If the Student Search Page displays, search for the appropriate student, then click the student's name link.
3. On the Student Fees page, click Add at the upper right.
4. In the Add Fee Item window, complete the fields.
5. Click OK. The fee item displays on the Fees panel.
6. Click Save to apply the fee.

Enter payments

1. Select Fees > All > Student > Student Fees.
2. If the Student Search Page displays, search for the appropriate student, then click the student's name link.
3. Click

   

    (Additional options), then select Record a Payment.
4. In the Record a Payment window, enter the Date, Payment Type, Amount, Reference #, and Comment.
5. You may apply the amount toward items in the Open Items section using one of the following methods.
   Note that the Available field will track your entries (Available = Amount - Payments). You cannot close the window if the Available field has a positive or negative balance.
   
   • To apply the payment amount automatically to the fee items, select the Auto Apply checkbox.
     The system distributes payments in priority order, as determined by fee item's setup record. For example a registration fee may have priority over activity or textbook fees. Once priorities are fulfilled, the system distributes the remainder from the oldest to the most recent fee until the payment amount is expended.
   • To pay the full amount of an item, select the item's In Full checkbox. The value in the item's Payment field will equal the value in the Balance field, whether or not a sufficient payment amount is available.
   • To distribute the amount to individual items manually, enter the payment for an item in the item's Payment field. If the total payment for a fee exceeds the balance due, a credit will be created, regardless of the payment you apply to other fees.
6. Click OK to close the window.
7. Click Save to save the payment.

Enter payments for an item that has no balance due

In some situations, you may need to apply a payment to a fee after its balance has been paid. For example, a student's fee may be waived.

When you apply a payment to an item that exceeds the balance due, you are creating a credit balance on the item. This credit can later be applied to pay other fees or a refund can be issued.

1. Select Fees > All > Student > Student Fees.
2. If the Student Search Page displays, search for the appropriate student, then click the student's name link.
3. Click

   

    (Additional options), then select Record a Payment.
4. In the Record a Payment window, enter the Date, Payment Type, Amount, Reference #, and Comment.
5. In the Open Items section, click

   

    (Additional options), then select Show All.
6. Enter the payment for the item in the item's Payment field.
   Note that the Available field will track your entries (Available = Amount - Payments). You cannot close the window if the Available field has a positive or negative balance.
7. Click OK to close the window.
8. Click Save to save the payment.

Apply credits and refunds

1. Select Fees > All > Student > Student Fees.
2. If the Student Search Page displays, search for the appropriate student, then click the student's name link.
3. On the Student Fees page, click

   

    (Additional options), then select Credits and Refunds to display the Credits and Refunds window.

4. In the window's Credits section, the credits available will display in each fee's Balance field.

   Credit	To apply credits to items in the Open Items section, enter amounts in the fees' Credit fields.
   Refund	To refund credits, enter amounts in the fees' Refund fields. Select the Check Printed checkbox to indicate you will be issuing a check. You may proceed to Step 6 if you are not applying any remaining credits to open items.

5. In the Open Items section, use one of the following methods to apply the amounts entered in Step 4 to the fees listed as open items.
   The Available field will track your entries (Available = Credit Amount - Payments). You cannot close the window if the Available field has a positive or negative balance. The field must equal zero (0).
   
   • To pay the full amount of an item, select the item's In Full checkbox. The value in the item's Payment field will equal the value in the Balance field, regardless of the credit amount available.
   • To distribute credits to individual items manually, enter the amount in each item's Payment field.
6. Click OK to close the window.
7. Click Save to apply your entries.

View and access billing addresses

1. Select Menu Path: Fees > All > Student > Student Fees
2. If the Student Search Page displays, search for the appropriate student, then click the student's name link.
3. On the Student Fees page, click

   

    (Additional options), then select Billing Addresses.
   The Billing Information window displays the addresses of student contacts where the Print Flag panel's Student Fee checkbox is selected.
4. Click OK to close the window.

Prorate student course fees

This procedure runs a utility that prorates fees for courses the student has added, dropped, or been resolved into or out of. Depending on the situation, prorating can create billing items or credits.

1. Select Menu Path: Fees > All > Student > Student Fees
2. If the Student Search Page displays, search for the appropriate student, then click the student's name link.
3. On the Student Fees page, click 

   

    (Additional options), then select Prorate Courses.
4. In the Prorate Student Course Fees? dialog, click OK to run the prorating process.

Fields

Selections Section

This section provides options to filter the fees that are displayed. Be sure to click  Load  after entering your selections to view the results.

Fees Section

Field	Description
Date	The date that the fee item was billed.
Tracking #	The number identifying the billing of this fee item.
Building	The building where the fee was charged.
Item Code	The code identifying the fee item.
Item Description	The description of the fee item. You can change the description as needed. Character/255
Quantity	The number of units of the fee item. Caution Changing the Quantity will affect the Billed amount and Balance. The Billed amount is the Quantity times the Unit Cost.
Unit Cost	The cost per unit of the fee item. Caution Changing the Quantity will affect the Billed amount and Balance. The Billed amount is the Quantity times the Unit Cost.
Billed	The amount billed for the fee item. The total equals the Quantity times the Unit Cost.
Credit	The amount of credit from this item that was applied to the balance of another item.
Paid	The amount paid toward the billed amount.
Refund	The amount refunded for the fee item.
Balance	The balance remaining after the Credit, Paid, and Refund are applied against the Billed amount (Balance = Billed + Credit - Paid + Refund).
History	Click the (View detail) icon to display the History Detail window for a billed item. This window displays the current fee details and the history of all payments and changes for the fee. The history includes the user name of the user who updated the fee. For more information on this window, refer to the History Detail Window.

Payments Panel

This panel displays all payments for the student.

To add a payment, click 

To display payments that were reversed, expand the Selections section and select the Show Reversed Payments checkbox.

Selections Section

Payments Section

Debits Panel

This panel displays the fee items that are used as debit items. For these items, payments are applied to issue the student a credit balance for the item. When a debit amounts is entered, the amount is subtracted from the debit item's available balance.

Field	Description
Date	The date the debit item was created.
Tracking #	The number identifying the debit item.
Building	The code identifying the building where the debit item was charged.
Item Code	The code identifying the debit item.
Item Description	The description of the debit item.
Debit Amount	The amount to debit from the item's available balance.
Total Debit	The total amount of the student's debits.
Credit	The amount of credit applied from the debit item to the balance of another item.
Paid	The amount paid toward the debit item.
Refund	The amount refunded for the debit item.
Available Balance	The available balance for the debit item, if any.
History	Click the (View detail) icon to display the History Detail window for a debit item. This window displays the current fee details and the history of all payments and changes for the fee. The history includes the user name of the user who updated the fee. For more information on this window, refer to the History Detail Window.