Lesson #6 - Post Fees to an Individual Family

The sixth lesson in this Learning Series, Front Desk Staff, is designed to get you familiar with posting fees to a single family.  You may wish to review the articles listed below before beginning.

• Work With All Families - View, Search, and Mass Actions
• Search for People in your Database

When a student is enrolled in classes from within Jackrabbit, i.e. internally, staff can be given the option to post enrollment fees, including tuition fees. A staff person with the required User Permissions will be taken to the Post Enrollment Fees screen.

When posting tuition fees in the Post Enrollment Fees screen, Jackrabbit uses the settings you've saved in several places to calculate tuition. 

• Tax Settings under the Gear (icon) > Settings > General > Organization Defaults (left menu) > Tax Settings.
• Tuition Settings under the Gear (icon) > Settings > Tuition & Discounting.
• Class Settings (Tuition Fee) on the Class Summary tab.

A detailed breakdown of the calculations can be accessed using the icon in the Details column in the Tuition Fees section.

You can edit the Tuition Post Date, Subtype, Orig Fee, or Disc fields as needed. Clear the Post checkbox if you do not want to post tuition fees at this time. Note: Edits made to the Orig Fee or Disc are not updated in the Fee Details window.

The Post Enrollment screen also provides an opportunity to post enrollment fees other than tuition.

Registration Fees

Jackrabbit uses the settings you've saved under the Gear icon > Settings > Registration Fees > Existing Families (left menu) to populate the fields in the Registration Fees section. See Post Registration Fees to learn more about those settings.

You can edit most fields as needed. Clear the Post checkbox if you don't want to post the registration fees at this time.

Additional Fees

This section allows you to post fees other than tuition or registration fees, for example, a uniform fee or equipment fee.

To post the selected fees and complete the enrollment process choose from the following options:

• To print an Enrollment Summary for the family, clear the Skip Enrollment Summary checkbox.
• To post the fees and collect payment at a later time, click the Post Selected Fees button.
• To post the fees and collect payment now, click the Post Selected Fees & Pay Now button.

If you decide not to post any fees at the moment, click Skip This...I'll Post Fees Later.

To accommodate different workflows, Jackrabbit offers several ways to post tuition fees. One of the ways a tuition fee can be posted within Jackrabbit is using the Make Sale/Post Fees page.

The Make Sale/Post Fees page can be accessed in several ways:

When accessed from a Family record or from the row menu in All Families, the Make Sale/Post Fees page will open auto-filled with the family's address and their current balance. A link is provided to quickly access their transaction history. 

When accessed from the Transactions (menu) > Post Transactions > Make Sale/Post Fees, an individual family or a store account must be selected on the page using a search field.

Post Tuition Fees with Make Sale/Post Fees

1. Open the Make Sale/Post Fees page.
   • The Family Details section of the Make Sale/Post Fees page is auto-filled with the family's information when accessed from the Family record or from All Families. 
   • If accessed from the Transactions menu, use the search field to locate the family you want to post tuition fees to.
2. Change the date if needed. The Transaction Date defaults to the current date.
3. Go to the Post Fees section below the Select Store Items section (used for store transactions).
4. Enter the details for the tuition fees you want to post. An unlimited number of fees can be entered; additional fee lines are added automatically as you enter fees.
   • The following fields are required (*): Location (if you have multiple locations in Jackrabbit), Type (Transaction), and Category 1. 
   • Optional fields allow you to add important details: SubType, Session, Student, Class/Event, and Note.
   • Enter the Orig Amount and calculate any discounts.

5. Select either option to save the fee in the Sale Summary section.
   • If you click Save Fee & Pay Now, the Payment Transaction Entry window opens allowing you to process the payment.
   • If you click Save Fee, you are returned to the Transactions tab in the family's record.
     
     

There are multiple ways to post additional fees (other than class fees) to a specific family:

1.  Select one of the options listed in the table below to start the post fees procedure:
   
   

   From a Family Record Go to Families (menu) > All Families and select the family you want to post a fee to or search for a family using the global search at the top of the page. Once the family page is open click the Make Sale/Post Fees button. Proceed to step 2.
   From All Families Go to Families (menu) > All Families > select a Row menu for a family. Click Post Fees in the drop-down menu. Proceed to step 2.
   From the  Transactions Menu Go to Transactions (menu) > Post Transactions > Make Sale/Post Fees, this will open the Make Sale/Post Fees page. Proceed to step 2.

   
   
2. Complete the Family Details section. 
   • Search for a family name if you used the Transaction menu to access the page.
   • The family will automatically populate if you started from a Family Record.
   • Change the Transaction Date when applicable.
3. Complete the Select Store Items if you have any store fees to include. See Make a Store Sale for details.
4. Complete the Post Fees section.
   Note: You can add an unlimited number of fees. Additional rows will display after the third fee is added.
   
   
   
   
   • Location if applicable.
   • Type (Transaction).
   • Category1 (Note: Category 1 is required if you have Require Cat1 = Yes (Gear menu > Settings > General > Organization Defaults > Transaction Settings). Jackrabbit always recommends you include a Category 1.
   • SubType and enter the Orig Amount.
   • Click the Calculator icon to enter a discount if applicable.
   • Include tax by checking the Tax checkbox.
     Note: The tax rate is calculated using the tax rate you entered and saved under the Gear (icon) > Settings > General > Organization Defaults (left menu) > Tax Settings.
   • Choose a Session (optional, but highly recommended).
   • Choose a Student (optional).
   • Select a Class/Event from the drop-down if the fee is tuition-related, or click the Magnifying Glass (Search) icon to select a Class/Event. If you add a class to this field, notice that the Category1 field adopts the Category1 assigned to that class. This is a safeguard to ensure the correct Category1 is used for the class tuition.
   • Add a Note (optional).
5. Click either the Save Fee & Pay Now button to save the fees and open a payment screen or the Save Fee button to save the fees without posting a payment. 

Jackrabbit gives you options when you want to make a sale from your store. You can post the fees to the family's account or accept immediate payments at the time of sale for store item(s). 

Make a Sale/Post Fees

There are multiple ways to make a sale in Jackrabbit: from the Module (menu) > Store, directly in a Family record, or in an All Families grid.

1. Go to the Store (menu) > Make Sale or alternatively, open a family record and click the Make Sale/Post Fees button or click on a family row menu (Post Fees) in the Families (menu) > All Families. Regardless of the access point, you start from, the procedure is the same.
   
   

   From the  Store Menu This option allows you to choose a family or store.
   From a  Family Record This option allows you to complete a transaction for a specific family.
   From All Families-  Row Menu This option allows you to post a sale from a family row menu.

   
   
2. Select a Store or Family.
   • Store - When you initiate your sale from the Store (menu) > Make Sale, the default store information is automatically added to the Store Details section. If you have multiple stores the default is set to the first store that was added to Jackrabbit, as identified by the Store ID that was created for it at that time. The Store ID is located on the Summary tab of the Store record, on the bottom right. See Add Additional Store Accounts for more information.
   • Family - When you initiate your sale from a Family record > Make Sale/Post Fees button, or a Family row menu, the family's information is automatically added to the Family Details section.
     
     Note: If the sale is for a different store or family, start typing into the Store/Family Search field. Jackrabbit will search for matches after the first letter is typed. A list of matches displays and the correct one can be selected. All Store accounts are listed with 'Store:' in front of the name to differentiate between stores and families. Stores show at the top of the list. To assist in finding the correct family, each account displays the store/family name and billing contact’s name and address.
     
     
3. Select Store Items. Enter the item number manually or use a barcode scanner. The item's price and details will appear on the transaction line when the item is selected. New rows are added automatically.
4. Select the Quantity (Qty). Use the up/down arrows to select the correct quantity. Once an item is selected the predetermined price will populate and the Discount and Amount fields become activated.
   Note: The tax is totaled in the Sale Summary section (top right). 
5. Select Student, Class/Event, and add a Note if applicable.
6. Add a Discount for the store item or click on the calculator icon. 
   • The calculator icon opens up a Discount window where you can enter the discount amount, discount percentage or click on a Quick Discount button. The Quick discount buttons will calculate the correct amount. 
   • Go to the Gear (icon) > Settings > General > Drop-down List Editor (left menu) > Transaction > Quick Discount to add up to 4 discount amounts.
     
7. Add fees in the Post Fees section (bottom) that are not store-related when applicable. 
8. Click on Save Fee & Pay Now or Save Fee to complete the transaction and move to payment options on the Payment Transaction Entry page. 
   • Save Fee will only display when you initiate a sale from a Family record.
   • Save Fee & Pay Now button is visible if the transaction is for a Store account.
   • After clicking on Save Fee & Pay Now, if the family has a prior balance, you'll be asked if the full balance is being paid. If Yes is selected, then the full balance will appear as the payment amount. If No is selected, then only the amount of the transactions just entered will be the payment amount.
     
     

If you don’t see the Payment Transaction Entry page after clicking a payment button, check your pop-up blocker and allow the pop-up.

Payment Options

You'll notice multiple payment options for store merchandise: cash, check, credit cards, and any other payment methods you accept for your business. The payment method drop-down list is created under the Gear (icon) > Settings > General > Drop-down List Editor (left menu) > Transaction > Payment Method.

Use Card/Acct on File - This will process the payment amount using the credit card/bank draft information on file (Family's Billing Info tab). This button is inactive for store accounts because they do not have credit cards on file.

Use New Card/Acct on File - Opens a pop-up window to enter the customer's credit card information.

When using a Family account, an option is offered to save the credit card information (if no card is currently on file) or replace the existing credit card (if a card is already on file).  

If the Family Billing Contact has an email address, the email receipt confirmation is automatically sent to this email address unless the Do Not Send box is checked. To email confirmation to another email address, enter the email address(es) in the space provided.

Use Terminal Payment - This option is ONLY available when you have an EMV Card Terminal set up for your business. The card can be swiped with a card swipe reader or the credit card information can be manually entered. When using the Store account, the card is processed for this transaction ONLY.  No credit card information is saved.

Print a Receipt

On the Payment Transaction Entry page, check the Receipt box. The receipt lists all fees related to the payment. e-Commerce payments include the approval code, transaction id code, and last 4 digits of the card number. Payment notes also appear on the receipt.

Receipts that are emailed with credit card transactions only include the total amount of the transaction.

A sample cash receipt is shown below. You have the option to Print or Email the receipt from this window.

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Frequently Asked Questions

Q.  Does the Store interface with a Cash Drawer?

A.  No, Jackrabbit does not interface with a cash drawer. You should print Deposit Slips each day to reconcile the contents of the cash drawer.

Want to practice what you've just learned?  Great!  

• Go to https://app.jackrabbitclass.com/jr4.0/Login  and log in with the credentials below for your Jackrabbit edition.  
• Go through some or all of the practice scenarios below as they apply to you.

Post a fee to an individual family.

1. To post a fee to an individual family such as as Registration Fee, you can either:
   • Go to Families > All Families, search for the Family and click the Row Menu icon.  Then select Post Fee.
   • Search for the Family by entering their last name (or the first few characters) in the "find a family..." Global Search Field.  Locate the row for the family and click on Post Fees (link on far right) or click on the Last Name (link) to open the Family Record.
2. Select the Make Sale/Post Fees button. 
3. In the Post Fees section, select the Transaction Type such as Registration (Debit) in the Type field.
4. Select a Category1. 
5. Enter an amount in the Orig Amount field and complete the remaining fields if appropriate (Discount, Session, Student, Class/Event, Note). 
6. Select either the Save Fee or the Save Fee & Pay Now button.

When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #6 Quiz where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.

Quiz #6 - Post Fees to Individual Families

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Review the following articles if they apply to your organization.

Jackrabbit gives you an option to create Fixed Fees to use when the tuition fee assigned to a class is not appropriate for a family or a specific student. These situations are considered unique or unusual and Fixed Fees should only be used under specific circumstances.

Business Scenario

You may offer an 'unlimited' tuition rate for students who take a large number of classes or hours of class. Save a Fixed Fee (on the family Billing Info tab or the student Summary tab) to force Jackrabbit to enter this fixed fee amount whenever tuition is posted using Post Tuition Fees. Regardless of what your Tuition Settings are, Jackrabbit will override them and post the Fixed Fee.

There are two types of fixed fees:

• Family Fixed Fees - Created specifically for an individual family.
• Student Fixed Fees - Created for an individual student.

When used, a Fixed Fee overrides the process of calculating tuition fees for each class, and instead posts a Tuition Fee transaction to the family's account.

A Family Fixed Fee is a useful option when the family's tuition amount doesn't follow the typical criteria, when you don't have consistent pricing for groups of families, or when a family receives a flat rate for unlimited classes. These situations are considered unique or unusual. Fixed Fees should only be used when the class discount rule and/or family discount rules do not provide a solution for the student or family's discount situation.

When posting tuition fees, the Fixed Fee will post as a single fee transaction regardless of class tuition fees for any enrolled students and regardless of any multi-student or multi-class discounts.

When the tuition/discount calculation for a single student is too complex or just doesn't 'fit', use a Student Fixed Fee to set the tuition amount to a fixed amount. When a student has a Fixed Fee and you use the Post Tuition Fees feature (Transactions menu), this amount will be posted as a single tuition fee transaction, overriding class tuition fees and multi-student or multi-class discounts. 

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Create a Student Fixed Fee

To accommodate different workflows, a Student Fixed Fee can be created from either the Student record or from Students (menu) > All Students.

Student Record

In the Student record, Fixed Fees are defined on the Summary tab.

1. Enter the Student Fixed Fee Amount. This amount will post as a single tuition fee transaction and override all other tuition/discount calculations.
2. Optionally add an Exp Date. After the expiration date has passed, Post Tuition Fees will ignore the Fixed Fee.
3. Add a Note (optional). This note is copied into the Fixed Fee transaction note field.
4. Choose a Fixed Fee Category 1 (required). Fixed Fees are assigned to a single Category 1, even though they may cover tuition for classes in different Category 1s. Consider adding a Category 1 drop-down value specifically for Fixed Fee tuition revenue. 
5. Save Changes. 

Students (menu) > All Students

On the All Students page (Students menu), Student Fixed Fees can be created/updated using the Student fixed fees option under the More icon.

1. On the All Students page, select which students you want to create fixed fees for:
   • Individually select checkboxes in the 1st column for one or more students in the grid.
   • Leave the checkbox empty in the 1st column to select all the students in the grid.
   • Select the checkbox in the top row of the 1st column to select all the students displayed on the page. Note: Each page in a grid displays a maximum of 250 rows of data.
2. Click the More icon and select the Student fixed fees option. Enter the Amount, Expires (optional), and Fixed Fee Category 1 in the Update student fixed fees window.
3. Click Update, and the Student Fixed Fee will be added to each selected student.

Manage Student Fixed Fees

Student Fixed Fees can be updated and deleted from either the Student record or the Students (menu).  

Student Record

In the Student record, Fixed Fees are managed on the Summary tab.

• Update a student's Fixed Fee by entering the new values in the fields to be updated. Save Changes.
• Delete a student's Fixed Fee by clearing the Student Fixed Fee Amount, Exp Date, Note, and Fixed Fee Category 1 fields. Save Changes. Note: Entering a 0 or 0.00 in the Student Fixed Fee Amount field will post Tuition for an amount of 0.

Students (menu) > All Students

On the All Students page (Students menu), Student Fixed Fees can be created/updated/deleted using the Student fixed fees option under the More icon.

• Create new or update existing Student Fixed Fees in the Update student fixed fees window (from the More icon > Student fixed fees).
• Delete Fixed Fees for students with the Remove any fixed fees from selected students toggle switch.

Additional Workflows for Managing Student Fixed Fees

• A Jackrabbit User with the User ID permission Clear Family User-Defined Fields and Family/Student Fixed Fees and Discounts (in the Families category of permissions) can clear Student Fixed Fees that are currently assigned to your students. User permissions are under the Gear (icon) > Settings > Users & Permissions.
• A student's Fixed Fee may need to be updated if the student adds or drops a class. You'll be given the opportunity to update the Fixed Fee during the enrollment or drop process.
• Create a list of students who have Fixed Fees. Go to Students (menu) > All Students and use the Filter icon to filter for Financial Details > Fee arrangements > Has Student Fixed Fee? > and select Yes from the drop-down menu. Click Apply. Once created, click Save as favorite (icon) for future use.

When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #6 Quiz where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent. The quiz includes Review questions.

Quiz - Optional - Lesson #6 - Post Fees to Individual Families Topics

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