There are two ways to achieve this.

  1. Add a Charge from an Individual Account
  2. Run a Script to Add Charges in Bulk

Add a Charge from an Individual Account

This is best done from the Accounts tab in the Students file.

If your system displays the Debtors file, you can do the same thing from the Accounts tab in that file.

Use the green + button to add a new record.

Fill in the fields.

  • Note that the first three fields give drop-down options but you can overwrite with any text.
  • Category - This gives you a drop-down of Account Category entries you have used in your Fees file.
  • Description 1 - This drop-down is selectively populated by those entries in your Miscellaneous Fees file that have the Account Category you have chosen above. 
  • Description 2 - This drop-down is selectively populated by those entries in your Miscellaneous Fees file that have the Description 1 you have chosen above. 
  • Amount - Enter a number
  • Student - If you have opened this from the Students file, this will be pre-filled. If you have opened it from the Debtors file, you can choose a student from the ones connected to this debtor.
  • Date Billed - In most cases, do not fill in this field. Exceptions exist, such as if you are processing a refund.

Run a Script to Add Charges in Bulk

This script is found at Common Tasks > Billing > Miscellaneous charges (for one or more students).

For example, you may need to charge all the Choir students for a performance uniform; or all the Year 7 students for a music text book. You can search for that group of records and then enter the charge details. They will all be charged at once, saving you having to find each one and entering a charge individually.

This button differs from Bill all Tuition enrolments for music diary/other in that the 'Find' is done in the Students file, rather than the Tuition file. If you're billing for a music diary, you may want to charge some students TWICE (if they're learning two instruments), whereas if you're billing for a performance uniform, you would probably only want to charge each student once, regardless of the number of ensembles they are in.