two additional Lessons at the bottom of this Lesson (after QUIZ - Lesson #9).
This lesson (Lesson #9) provides an overview on Tuition Fees followed by a lesson (Lesson #9.1) on posting Tuition Fees specifically for classes with the Billing Method of By Class Fee and a lesson (Lesson #9.2) for classes with the Billing Method of By Total Hours. You can access them here as well.
Permissions control the ability of your Users to see certain data and take specific actions. Before moving forward review User Permissions for Posting Tuition Fees.
Tuition fees, the lifeblood of your business. More often than not, tuition fees require adjustments before they are posted to an account. Jackrabbit makes it easy for you, we do all the math and make the adjustments automatically!
It's important to answer these questions before you make decisions on where and how to post your tuition fees:
- Tuition Settings - How often will you post tuition fees (Billing Cycle)? Will you charge tuition based on the cost per class (By Class Fee) or based on the number of hours of class instruction (By Total Hours)? Learn how to define and set your tuition settings.
- Discounting - Do you offer discounts for multiple students in a family taking classes, students who take multiple classes, or other types of discounts? Learn about discounting tuition fees.
- Prorating - Do you prorate tuition fees for students who enroll after a billing cycle has started, when your facility is closed, when a class meets more than the standard number of times in a month (4)? Learn about prorating tuition fees.
- Fixed Fees - Do you have students or families with special tuition arrangements? Student Fixed Fees and Family Fixed Fees allow you to override all tuition posting calculations and just post a set amount per billing period. Learn about Fixed Fees.
Ready? Set? Post Those Tuition Fees!
There are many ways to post tuition fees in Jackrabbit. This section was designed to help you understand your options and provide you with information and step-by-step instructions.
|The Post Tuition Fees Feature - Your #1 Tool for Tuition Posting|
Post tuition fees to one family, one class, or to multiple families at one time with Post Tuition Fees from the Transactions menu. Post the fees on the spot or schedule them to post later.
|Post Tuition During Enrollment in Jackrabbit|
When you are enrolling students into classes directly into Jackrabbit, you can choose to post tuition as part of the process.
|Post Tuition During Online Registration||You can select your Online Registration settings so that tuition is posted automatically for class enrollments.|
|Post Tuition with Parent Portal Enrollments||When parents enroll students in classes in the Parent Portal, you can set whether or not you want the tuition fees posted.|
|Post Tuition using Make Sale/Post Fees|
Tuition fees can be posted to an individual family, but discounting and prorating are not automatically applied.
Billing Cycles? Tuition Discounts? Discount Rules? There are several decisions you need to make when you are ready to set up your tuition settings and related rules and options. All these settings impact how Jackrabbit bills your families.
- Initial Setup - Go to the Gear (icon) > Settings > General > Tuition Settings (left menu), to start the Setup Wizard which will guide you through the initial setup of your Tuition Billing Settings, Discount Rules, Discount Settings, Prorating Options, and Tuition Fee Settings. Note: You can choose to complete the wizard or skip it and step through the settings on your own. Once completed, or if you choose to skip it, the Wizard is no longer an option.
- Update Tuition Settings - Go to the Gear (icon) > Settings > Tuition & Discounting for quick access to update your tuition settings whenever needed.
Use the links below to learn more about each section of tuition settings:
Tuition Billing Settings
How do you bill (post tuition fees)? Learn more about Tuition Billing Methods.
How often do you bill? Learn more about Tuition Billing Cycles.
Tuition Discount Rules define multi-class and/or multi-student discounts and can be assigned to classes or to families. Learn more about Discount Rules.
For classes that use the Billing Method of By Total Hours and post hours per student, you may offer multi-student discounts. Learn more about Discount Settings.
When a student enrolls after a Billing Cycle has started, Jackrabbit will determine how many classes are left in the Billing Cycle and prorate accordingly. Learn more about Prorating Tuition Fees.
Tuition Fee Settings
Manage how and when tuition fees are posted to your customer accounts. Learn more about Tuition Fee Settings.
Jackrabbit provides you with two billing methods for how classes are billed to your students: By Class Fee and By Total Hours.
Each class is assigned a Billing Method which is used to group classes for billing when you Post Tuition Fees to Multiple Families with the Post Tuition Fees Function. Billing Methods also control how your classes are discounted.
|By Class Fee|
Tuition is posted using the amount defined in the Tuition Fee field on the Summary tab of the Class record.
|By Total Hours|
Post tuition based on the Tuition Fee assigned on the Summary tab of the Class record in conjunction with a Fee Schedule you create to define discounts for multiple hours of instruction. Learn more about the Fee Schedule.
Important to Note
- The Tuition Billing Method is assigned for each class on the Summary tab of the Class record. Each class can have only one Billing Method, however, you can use both Billing Methods and assign them to different classes. For example, you may offer recreation classes that are billed by an assigned class fee at the same time as having competitive Team classes that are billed based on the total number of hours in class.
- If you select only one Billing Method for your Tuition Settings, Jackrabbit will assign that method to all existing and future classes and will hide the Tuition Billing Method field on the Class Summary tab.
- If you opt to use both methods, be sure that each Class record has a billing method assigned on the Summary tab. Classes that do not have a Billing Method assigned will NOT be pulled into tuition posting.
TIP: Use Edit All Classes from the Classes menu with the Search Criteria Tuition Billing Method set to = (No Method Specified) to easily locate all classes that don't have a Billing Method assigned and be able to quickly edit them all from one screen.
A Billing Cycle is defined by how often you bill tuition to your students.
Go to Tuition Billing Settings, found under the Gear (icon) > Settings > Tuition & Discounting > Tuition Billing Settings > Manage Billing Settings (button), to select all the Billing Cycles that apply to your organization. Note: If you bill By Total Hours you are limited to one Billing Cycle.
There are four Billing Cycles to choose from:
- Weekly - You can pick the day of the week that the cycle starts.
- Monthly - You can pick the day of the month the cycle starts.
- By Session Dates - You pick the Session dates, to use this option you must add start and end dates to each session. Session dates are added in the drop-down lists (Gear icon > Settings > General > Drop-down Lists).
- Custom - You can post fees using a custom Billing Cycle (for example, every 4 weeks), select Custom. Indicate the number of weeks in the Billing Cycle (you can select up to 52) and indicate the start date of the first Custom Billing Cycle.
Assigned to each Class record, on the Summary tab, Tuition Billing Cycles tell Jackrabbit how often families are billed for tuition for each class and what day/date the Billing Cycle starts. This is the day/date that the class cycle starts and is not necessarily the date you actually post the tuition fees. For example, you may post fees to families on the 25th of each month for the upcoming month. Your Billing Cycle would be monthly and each cycle would start on the 1st of the month.
Tuition Billing Cycles define the range of days that families are billed for. If you choose to prorate tuition fees, you must select a billing cycle.
Select the Right Billing Method
For classes billed By Total Hours, you can use only one Billing Cycle.
When you select By Total Hours in the Tuition Billing Settings, Jackrabbit assumes you'll want to bill monthly and defaults the Billing Cycle to Monthly in the Update "Total Hours" Discount Settings. All By Total Hours classes are automatically assigned the Monthly Tuition Billing Cycle and that field is disabled on the Class record > Summary tab.
If you have selected other Billing Cycles (Weekly or By Session Date) in the Tuition Billing Settings, you can opt to use one of those instead of Monthly for your By Total Hours classes. When you update the Billing Cycle selection in the Update "Total Hours" Discount Settings, every class assigned a Billing Method = By Total Hours will be reset to the Billing Cycle you selected.
Billing Cycles for Classes Billed by Class Tuition Fee
If you select only one Billing Cycle in the Tuition Billing Settings, Jackrabbit will automatically assign that Billing Cycle to every class and that field is disabled on the Class record > Summary tab.
It is possible to use more than one Billing Cycle for classes billed By Class Tuition Fee. If you select more than one Billing Cycle, you must ensure each class has a correct Billing Cycle saved to the Class Summary tab.
Note: Use Edit All Classes from the Classes menu, with the search criteria Class Tuition Billing Method = By Class Fee and Class Tuition Billing Cycle = (No Value) to locate classes that do not have a Tuition Discount Rule assigned.
Billing Cycle Examples
- You run Post Tuition Fees on the 25th of each month, however, families are being charged for the following month from the 1st through the end of the month. The Billing Cycle is Each month on the 1st.
- You run Post Tuition Fees every week on Saturday, however, families are being charged for the upcoming week (Monday - Sunday). The Billing Cycle is Each week on Monday.
- You run Post Tuition Fees once per session on the day the session starts. The Billing Cycle is By Session Dates. Note: If you prorate classes and use the By Session Dates Billing Cycle, the prorating is calculated based on the Session dates as defined in under the Gear (icon) > Settings > General > Drop-down Lists (left menu); class start and end dates are NOT considered.
There are several types of discounts you can apply when posting tuition fees in Jackrabbit. The type of discount available depends on the Billing Method used.
|Multi-Class Discount |
(Billing Method By Class Fee)
|Hours Discount |
(Billing Method By Total Hours)
|Multi-Student Discount |
(Both Billing Methods)
|Family Discount |
(Both Billing Methods)
|Additional Discounts |
(Both Billing Methods)
Jackrabbit offers the ability to automatically prorate tuition fees for the following situations:
- Students who enroll after a Billing Cycle has started.
- Students who have a future drop scheduled before the end of a Billing Cycle.
- Classes fall on a day your facility is closed (Closed Date).
- Classes that meet more than the standard number of times (4) in a month (for By Class Fee Billing Method classes only).
Prorating can be 'turned off' for individual classes in the Class record on the Summary tab, allowing you to prorate some classes while not prorating others.
Prorating Options (Settings)
From the Gear (icon) > Settings > Tuition & Discounting > Prorating Options > Manage Options (button), the following settings control how Jackrabbit prorates tuition.
Note: Jackrabbit considers a month to be four weeks. For a class that meets once a week, the standard number of classes for that week is four. For classes that meet twice a week, the standard number of classes for that month would be eight.
|Setting||Example||Yes or No?|
|Do you prorate (post partial tuition)?|
Answer Yes if you want Jackrabbit to prorate the tuition fees, posting only 1/2 of the full month's tuition fee.
Answer No if you want Jackrabbit to disregard the enrollment date and post the full month's tuition fee.
|Do you prorate tuition when a class lands on a Closed Date?|
TIP: You can exclude a Closed Date for prorating. From the Gear (icon) > Settings > General > Closed Dates (left menu) edit the Closed Date you want to omit and clear the Prorate Tuition checkbox.
Answer Yes if you want Jackrabbit to prorate the fees using the per class rate to determine how much to reduce the month's tuition fee. The per class rate is calculated using the Tuition Fee from the Summary tab of the Class record.
Answer No if you want Jackrabbit to disregard the Closed Date and post the full month's tuition fee.
|When tuition is prorated, do you also prorate the discounts (multi-class, multi-student, family discount)?|
Answer Yes to have Jackrabbit prorate the discount. The $5.00 multi-student discount is divided by the 4 classes in the month to get a per class proration rate of $1.25. Since the student will be eligible to attend 2 classes in the month, the proration is calculated to $2.50 ($1.25 x 2). The tuition fee would post as $47.50 ($50 - $2.50).
Answer No to have Jackrabbit apply the full $5 discount to the prorated tuition fee for the second student. The tuition fee would post as $45 ($50 - $5).
|When using the Billing Method of By Class Fee, do you charge extra when a class meets more than the standard number of days in a monthly Billing Cycle?|
Answer Yes to have Jackrabbit charge an additional fee to account for the extra class meeting date. The per class rate is $25 ($100 / 4). The prorated tuition fee would be posted as $125 ($25 x 5).
Answer No to have Jackrabbit disregard the extra class meeting date and charge the monthly tuition fee of $100.
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.
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.
When you use Post Tuition Fees (from the Transactions menu), you can have a Family Discount applied to the tuition fees. This is often used for volunteers, staff, etc. that are given a discount over and above any multi-class or multi-student discounts that you offer.
The Family Discount, which can be a dollar amount or a percentage, is applied to the tuition amount after your other discounts have been calculated and applied.
Add or Update a Discount to an Individual Family
- Select the Billing Info tab in the Family record.
- Enter a discount in the Family Discount field (the discount can be an amount or a percentage).
- Select the Discount Type (Amount or Percentage).
- Assign an Exp Date (optional).
- Add a Note (optional).
- Click Save Changes.
Add or Update a Discount for a Group of Families
- Go to the Families (menu) > All Families and filter as needed.
- Select all the families in the grid by leaving the 1st column checkboxes blank or check the 1st column checkboxes for the families you would like to update in a group.
- Click the More (icon)> Family Discount.
- Enter Amount, Expires (optional expiration date), and select the Discount Type from the drop-down list. Use the toggle to remove any family discounts.
- Click Update. All selected families will have their Family Discount updated.
Important to Note
- Family Discounts are not deducted from Family Fixed Fees.
- Family Discounts are deducted from Student Fixed Fees. The discount is posted after all Student Fixed Fees are entered. Example: A family has two students and both students have a Fixed Fee of $100. The Family Discount is $10.00. Both Student Fixed Fees are posted at $100 each. The discount of $10 is subtracted from the total ($100 + $100 -$10=$190).
- Family Discounts are only applied when using Post Tuition Fees from the Transactions menu. Parent Portal enrollments and enrollments done from within Jackrabbit do not include the Family Discount.
- You can set the Family Discount to expire on a specified date. After an expiration date has passed, the discount will be ignored when posting tuition fees.
Tuition Fee Settings tell Jackrabbit how you want to post tuition when a student is enrolled:
- From within Jackrabbit (Quick Registration form, Enroll buttons, and Enroll links)
- During Online Registration
- In the Parent Portal
Note: Tuition will NOT post for any class that is missing a Billing Method, a Billing Cycle, and/or a class start date. Jackrabbit requires this information to properly calculate tuition. Use Classes (menu) > Edit All Classes to research classes that may be missing these fields.
To edit your Tuition Fee Settings go to the Gear (icon) > Settings > Tuition & Discounting > Tuition Fees Settings > Manage Fee Settings (button).
By Class Fee Settings
These settings are applied to any class that has an assigned Tuition Billing Method - By Class Fee when tuition is posted during Online Registration, Quick Registration, via the Parent Portal, or using Enroll buttons and links.
|How do you want to post tuition when a student enrolls during online registration, quick registration, via the enroll button/links, or via the parent portal?|
If you have opted to prorate your tuition fees in your settings, you will see two additional options:
|How do you want to count multi-class discounts when a student enrolls during online registration, quick registration, via the enroll button/links, or via the parent portal?|
These settings control how classes are counted when calculating your Multi-Class Discounts.
By Total Hours Settings
|How do you count the hours when posting tuition fees?|
When the Billing Method is By Total Hours, you have the option of counting the total hours By student or By family. For example, Student #1 takes two classes per week that are one hour each, and Student #2 takes one class per week for an hour.
Total hours by student:
Total hours by family:
|How do you want to post tuition when a student enrolls during online registration, quick registration, via the enroll button/links, or via the parent portal?|
These settings are applied to any class that has an assigned Billing Method of By Total Hours when tuition is posted during Online Registration, Quick Registration, Parent Portal, or via Enroll buttons and links.
|How do you want to count hours when posting tuition fees during online registration, quick registration, via the enroll button/links, or via the parent portal?|
Add hours across Sessions - When counting hours in various external (Parent Portal and Online Registration) and internal (Enroll button and Quick Registration) areas of Jackrabbit, you can filter how the total hours in class are counted. In addition to deciding if you count hours by student or by family, you can also filter the count by Session and Category 1.
Add hours across Category 1 values - By default, Jackrabbit counts the total hours for all enrolled classes regardless of whether they have a different assigned Session or Category 1, however, if you want Jackrabbit to filter the count so that each is counted separately, clear the applicable checkbox.
No tuition will post when a parent enrolls students in the Parent Portal if the family has a current Family Fixed Fee or a current Student Fixed Fee. Your organization will receive an email notification that there is a parent portal enrollment for a family with a Fixed Fee in place that may need to be updated. Tuition fees must then be posted manually.
Permissions control the ability for your Users to see certain data and take specific actions. Before moving forward review User Permissions for Posting Tuition Fees.
When your organization is using Online Registration or Class Listings Tables on your website to accept new registrations and class enrollments, you have the option to automatically post the tuition fees for those classes to the family's account.
The fees posted will include any discounts or prorating you offer based on your Tuition Settings. The calculation also takes into consideration any existing enrollments in the family record, and will use that information when applying multi-class and multi-student discounts.
The following settings must be defined before you can post tuition fees with online registrations.
Go to the Gear (icon) > Settings > Online Registration > Settings (left menu):
Go to the Gear (icon) > Settings > Tuition & Discounting > Tuition Fee Settings > Manage Fee Settings:
How it Works
Once the new family has finished adding their information and selecting all of the classes they want to enroll their students in, they will submit the registration. At that time, Jackrabbit calculates the fees and posts them to the family's new account.
The family will see an on-screen confirmation of their registration.
If you are using the Parent Portal, you can include a Go To Parent Portal button to allow them to access their portals immediately.
An email confirmation is also sent to the family with details of their class enrollments and a listing of the tuition fees (and registration fees if you opt to automatically post them). Any discounts or prorating applied to the tuition is displayed.
In Jackrabbit, the Transactions tab of the Family record now includes the tuition fees posted during the registration.
Permissions control the ability of your Users to see certain data and take specific actions. Before moving forward review User Permissions for Posting Tuition Fees.
When your organization is using the Parent Portal, and you allow parents to enroll their children in classes through their portal, you have the option to automatically post the tuition fees for those classes to the family's account.
The fees posted will include any discounts or prorating you offer based on your Tuition Settings. The calculation also takes into consideration any existing enrollments in the family record and will use that information when applying multi-class and multi-student discounts.
There are several settings (Parent Portal and tuition) that must be defined before you can post tuition fees with Parent Portal enrollments. From the Gear (icon) > Settings > Parent Portal > Settings (tab):
From the Gear (menu) > Settings > Tuition & Discounting > Tuition Fee Settings > Manage Fee Settings (button)
How it Works
Once a parent has finished selecting all classes to enroll their students in and has clicked Checkout Now, Jackrabbit will calculate the tuition fees.
The parent is then taken to the Your Cart page where they are able to review the fees that will be posted to their account.
In the example shown above Livy was enrolled in Tumbling L3 through the Parent Portal. She is currently enrolled in another class, therefore a multi-class discount was applied to the tuition fee for Tumbling L3 (her second class). The fee was also prorated because Livy was enrolled in the tumbling class partway through the Billing Cycle.
When the parent accepts the fees, they will see a screen confirmation. The family's account is instantly updated and the tuition fees for the enrollment are visible in the portal and in Jackrabbit.
Fees in the Parent Portal
The fees are shown in the Parent Portal under Billing & Payments > Recent Activity.
Fees in the Family Record
Post Tuition Fees, located under the Transactions menu, is a powerful tool that allows you to post tuition fees to more than one family at a time. It can also be used to post tuition to a single family or to a specific class.
The tuition fees can be posted immediately (Post Now) or scheduled to post at a future date and time (Post Later).
The flexibility of the Post Tuition Fees feature makes it an essential tool for posting tuition!
- Jackrabbit does the heavy lifting and calculates all discounting and prorating according to your Tuition Settings.
- Prevent tuition fee posting errors with Jackrabbit's Advanced Detection.
- Automate! Schedule the posting of your tuition fees. Learn more about Automated Tuition Fee Posting.
Permissions control a User's ability to view certain data or perform certain actions. Before moving forward review User Permissions - Post Tuition Fees to Multiple Families at Once.
The Post Tuition Fees Process
The Post Tuition Fees feature can be used to post to classes with either Tuition Billing Method (By Class Fee or By Total Hours).
Some settings are different between the two methods, but the process is the same (learn about each setting/criteria below):
- Use the Post Setting to determine whether you want to post fees now or post fees later.
- Select your Billing Settings (Billing Method, Billing Cycle, and Tuition Posting Date).
- Choose your Class Criteria, Family Criteria, Multi-Student Discount Settings (By Total Hours only), and Additional Settings. Add Transaction Details and define any Additional Discount you may want to apply to the posting.
- Set your preferences for Advanced Detection.
- Preview the tuition fees and make any changes needed. Learn more about the Preview Tuition Fees page.
- Post Now or Post Later based on the Post Setting you selected in Step 1.
Post Tuition Fees Settings & Criteria Explained
Expand each section to learn more about the settings and criteria involved in the Post Tuition Fees process.
Use the Post Now button to post tuition fees to your families on the spot. The fees are posted to the families' accounts immediately, and the current balance on their accounts is updated to include these fees. The tuition fees will also be included in the Dashboard Aged Accounts total, in the 0-30 days column.
If Post Now is used to post fees with a future date, they will still be included in the current balance on the family record and will still be included in the Dashboard Aged Accounts 0 - 30 days column. Instead, schedule the fees to Post Later.
Use the Post Later button to schedule the tuition fees to be posted at a later date, optionally creating the fee posting as a recurring task. The fees will not be posted to families' accounts until the date they are scheduled to post and the Dashboard Aged Accounts will not include the fees until then. Set the date you want the scheduled task to start; this date can be edited later in the Task Scheduler if needed.
Learn more about Automated Tuition Posting.
|Post to classes with this Billing Method|
Choose whether to post to classes with a Billing Method of By Class Fee or to classes that are billed By Total Hours. If your classes are a mix, and you use both Billing Methods, they will need to be posted separately.
|Post total hours per (By Total Hours only)|
Choose whether to calculate total hours fees based on the total hours of all students in the family (Post total hours per Family) or by the total hours of each student separately (Post total hours per Student).
If you opt to total the hours separately for each student, you'll be given the option to add multi-student discounts further in the process in the Multi-Student Discount Settings section.
Total hours by student:
Total hours by family:
Learn more about the Fee Schedule used for posting tuition by total hours.
|Post tuition to classes with this Billing Cycle|
The Billing Cycle is how often you post tuition fees; it defines the range of days your families are billed for. Note: If you bill By Total Hours, you are limited to one Billing Cycle for those classes, and therefore, the Billing Cycle field in the Post Tuition Fees - Billing Settings is disabled.
When you choose to post your fees later with the Post Later option, the only Billing Cycles available are Monthly and Weekly. Custom cycles and By Session Date cycles cannot be automated.
|Billing Cycle start date|
The options that appear in the Billing Cycle start date drop-down list depend on the type of Billing Cycle selected and the day it starts:
When posting fees immediately (Post Now), your options will be as follows:
When you opt to Post Later, you will only see two cycles to choose from, the current Billing Cycle and the next Billing Cycle.
The Transaction date is the date that will be stamped on each tuition fee that is posted in the batch; it is not the date the posting was done.
Example - Fees posted on August 5th with a Transaction date of September 1st will all be stamped with the September 1st date.
When you select the current Billing Cycle, the Transaction date will default to the current date. When previous or future cycles are selected, the Transaction date defaults to the start date of the Billing Cycle.
The Transaction date field is editable and does not impact when your Billing Cycle starts. Changing the Transaction date in this workflow will not change your Billing Cycle start date.
If you have chosen to post these fees at a later date (Post Later) and are creating a recurring task, the Transaction date determines the Transaction date of subsequent postings, e.g., if the 1st of the month is chosen for a monthly billing task, the next time the task runs the Transaction date will be the 1st of the next month. These dates can be customized in the task scheduler. Learn more about Automated Tuition Posting.
In addition to the Billing Method and Billing Cycle selected in the Post Tuition Fees - Billing Settings, the Class Criteria can be used to further narrow down the list of classes to be included in the posting.
|Class Search||Use the Class Search field to post tuition fees to a specific class. The classes that are available in the search depend on the Billing Method and Billing Cycle selected in the Post Tuition Fees - Billing Settings.|
|Post to classes with this session|
Use these criteria to post tuition fees for classes in a specific Session or Sessions (use CTRL or CMD to select multiple).
|Post to classes with this Category 1|
Use these criteria to drill down to just the classes with a specific Category 1 value or values (use CTRL or CMD to select multiple). To further narrow down the classes you are posting tuition fees for, select a Cat2 or Cat3 value.
|Use these Tuition Discount Rules|
If you selected the Billing Method of By Class Fee, this criteria will default to include all By Class Fee classes, i.e., all rules. Clear the checkboxes for any rules you want to omit from the posting. Note: At least one Discount Rule must be selected.
When Tuition Discount Rules are used, you can view the rule or edit it on the fly in this workflow by clicking the Pencil icon.
The Family Criteria can be used to limit the tuition posting so that only families that have the selected criteria in their Family records are included. The families that meet these criteria must also have students that are enrolled in classes with the Billing Method and Billing Cycle selected in the Post Tuition Fees - Billing Settings that also match any Class Criteria you've selected.
|Family Search||Use the Family Search field to post tuition fees to a specific family. The only families that can be searched are those with students enrolled in classes that have the Billing Method and Billing Cycle you selected in the Post Tuition Fees - Billing Settings and that match any Class Criteria you've selected.|
Use the Family Location criteria to post tuition fees only to families in a specific Location (use CTRL or CMD to select multiple).
Use the Membership Type criteria to post tuition fees only to families with a specific Membership Type.
Use the ePayment Schedule criteria to post tuition fees only to families with a specific ePayment Schedule.
|Family Discount Rule|
When you are posting to classes billed By Class Fee, you'll have the option of posting tuition fees to only those families with a specific Family Discount Rule. Select the checkbox for any rules you want to include in the posting.
If you want to exclude a family when using Post Tuition Fees (Transactions menu), select the Omit Family from Transactions > Post Tuition Fees setting on the Billing Info tab of their Family record.
Multi-Student Discount Settings
You can include multi-student discounts if you are posting to classes with the Billing Method of By Total Hours and you have set Post total hours per Student.
The discount settings default to those defined in the Total Hours Discount Settings under the Gear icon > Settings > Tuition & Discounting. They can, however, be edited in this workflow and applied to this posting without affecting your Total Hours Discount Settings.
There are a number of Additional Settings that can be selected when posting tuition fees. By default, all checkboxes are selected.
|Post tuition to active classes only|
When selected, only classes with a Status = Active will be included in the posting.
|Post tuition to students with Enroll Type = Trial|
When this setting is selected, students that are enrolled with the Enroll Type of Trial will be included in the tuition posting. The trial class must have the Billing Method and Billing Cycle selected in the Post Tuition Fees - Billing Settings and must also match any Class Criteria selected. To be included in the posting, the student's family must also match any Family Criteria selected.
|Post tuition to students with Enroll Type=Waitlist|
When this option is checked, students enrolled in classes from a Waitlist and whose Enroll Type is still set to Waitlist will be included in the tuition posting. The classes must have the Billing Method and Billing Cycle selected in the Post Tuition Fees - Billing Settings and must also match any Class Criteria selected. To be included in the posting, the student's family must also match any Family Criteria selected.
Important Note: This does not include students who are on a Waitlist. It only includes students who have been enrolled into a class from the Waitlist and who still have the Enroll Type set to Waitlist.
|Prorate tuition for future enrollments during Billing Cycle|
When you prorate tuition fees this setting is available. When it is selected, Jackrabbit will prorate tuition for a future enrollment when the future enroll date is during the Billing Cycle. When it is not selected, the full tuition fee is posted.
|Prorate tuition for drops during Billing Cycle|
When you prorate tuition fees this setting is available. When it is selected, Jackrabbit will prorate the tuition for a future drop when the future drop date is during the Billing Cycle. When it is not selected, the full tuition fee is posted.
|Include all classes when calculating multi-class discounts|
When multi-class discounts are calculated in Post Tuition Fees, the default is to include ALL classes even if they don't meet the selected settings and criteria. Clear this checkbox to only count the classes that match the settings and criteria selected. Note: Any class assigned the rule 'No Discounts" is always excluded from the multi-class count even when this checkbox is selected.
When this checkbox is selected, Jackrabbit will look at the sum of all class tuitions to determine the highest / lowest for both multi-class and multi-student discounting.
If this setting is selected, Jackrabbit will count all 5 classes when calculating the student's multi-class discount. If this setting is not selected, only the 3 classes that match the criteria will be used to calculate the multi-class discount.
|Apply tax to tuition|
This setting is only available if Tax Tuition Settings is selected in your Organization Default Settings under the Gear icon > Settings > General.
As a default, the tax will be applied to the tuition fees according to your Tax Tuition Settings. Clear the checkbox if you don't want to include tax in this posting.
This section can be used to add a Transaction Subtype and Note to the tuition fees that are posted. The note added here will be visible in the Family record on the Transactions tab and can also be seen in the transaction history in the Parent Portal. The note is limited to 200 characters and will appear after the Jackrabbit system note with the Billing Cycle and any discounting/prorating details.
- Transaction Subtypes are created in the Drop-down List Editor (Gear Icon > Settings > General > Drop-down Lists > Transaction Subtypes).
- When Post Later is used to schedule a tuition posting and the Billing Cycle you are posting for is Monthly, selecting one of the three-character abbreviations (created and reserved by Jackrabbit) for the months will sync the Transaction Subtype to the Billing Cycle start date for all future postings. Note: the three-character month abbreviations (created and reserved by Jackrabbit) must be used; if a different Subtype is used, only fees with that Subtype value will be processed.
You create a task for your monthly billing beginning with the Billing Cycle start date of 7/1/2021 and you select the Subtype Jul. The next time the task runs, for the August billing cycle, the transactions will be stamped with the Subtype Aug.
- The Transaction Type Tuition cannot be changed.
With the Additional Discount, you can apply an extra discount to the tuition fees, in addition to your other discounting and/or prorating. The discount can be either a dollar amount or a percentage.
- If the Additional Discount is a dollar amount, it will be applied after all other discounts have been calculated and deducted from the base tuition amount (tuition fee before discounting and prorating). The discount will be spread out across all students in the family account.
- If the Additional Discount is a percentage and you prorate tuition, you will be given an option as to how to apply the percentage.
The Discount Label entered will be included in the Notes of the transaction when tuition fees are posted.
Advanced Detection 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 Preview Tuition Fees page, generated when the Preview Fees button is selected, highlights the fees detected as being duplicates or dropped students. The reason for being detected as a duplicate or drop is included in the preview results.
Frequently Asked Questions
Q. Why are some of my classes not pulled into the batch when I use Post Tuition Fees?
A. When creating a tuition batch, it is your criteria and setting selections that tell Jackrabbit which classes to pull into the batch. The selections you make in Post Tuition Fees, that relate to which classes are having tuition posted, point to fields that are found in the Class record, on the Summary tab.
|Class Session||Class Categories (1, 2, and 3)|
|Tuition Billing Cycle||Tuition Discount Rule|
To troubleshoot, look at your criteria and setting selections and then look to a class that was not included in the batch. Does the class have the Billing Method you selected when you created the batch? If you selected a Class Session in your criteria selections, does the class have that session value?
If you are unable to locate the discrepancy, contact Support using the ? icon in your database, we are here to help!
Q. How do I isolate specific families for specific billing frequencies?
A. One way to do this is to use Membership Type (on the Family Billing Info tab) to isolate which families should have tuition posted. For example, Membership Types might be Monthly, Annual, Semester, etc.
- Create Membership Types by going to the Gear (icon) > Settings > General > Drop-Down Lists (left menu).
- Click Membership Type under Family from the choices on the left.
- Use the Add Row button to add a new type.
- Click Save Changes.
- Add a Membership Type to a family by going to the family's Billing Info tab.
- Choose a Membership Type from the drop-down list.
- Click Save Changes.
Post tuition fees to specific Membership Types by selecting a Type in the Membership Type field in Post Tuition Fees.
Do you have families with special tuition or ePayment arrangements that you don't want to post tuition to or collect ePayments from?
On the Billing Info tab of the Family record, you can use the Omit Family settings to choose whether to automatically exclude the family from tuition fees posted using Post Tuition Fees (Transactions menu) or from ePayments collected using Process ePayments (Transactions menu).
- The Omit Family setting allows you to utilize automation and schedule tasks (Post Later/Process Later) because the family is automatically excluded; there is no need to select the checkbox manually, which can't be done with scheduled tasks.
- When opting to Post Now/Process Now, the Omit Family setting reduces errors by eliminating the need to remember which families should be excluded and manually selecting a checkbox to omit them.
Permissions control the ability of your Users to see certain data and take specific actions. Before moving forward review User Permissions for the Omit Family Setting.
When the setting checkboxes are selected, the family will display (sorted to the top) in Post Tuition Fees and Process ePayments but will be unchecked and highlighted in teal indicating they were omitted. The checkbox is inactive and cannot be selected to include the family. To include them, you must clear the Omit Family settings checkbox in their Family record.
Find Families Who Have Been Omitted
There are two ways you can review which families have the Omit Family from Transactions setting selected (on).
Use the Filter icon on the All Families page (Families menu) to open the Filter Drawer. In the search field at the top of the drawer, enter the word "omit," and the two filters will display.
Select an option to be brought to the filters where you can select one or both to create a listing of all families with the Omit Families from Transactions settings selected on the Billing Info tab of their Family record.
From the Reports menu > Find Reports select the Families/Students section and go to the Families tab. Select Search Families.
Use the Search Criteria Omitted Post Tuition Fees / Omitted ePayments to create a listing of all families with the Omit Families from Transactions settings selected on the Billing Info tab of their Family record.
What is automation? Simply put, automation uses technology to perform tasks efficiently and safely. Because automated tasks are performed without human intervention, they save time, eliminate the possibility of human error, and ensure accuracy and consistency.
With Jackrabbit, you can automate your tuition fee posting by scheduling the fees to post later. A fee posting task can be scheduled as a one-off or as a recurring task.
Create a Task - Schedule a Tuition Fee Posting
The automation of tuition fee posting starts with the Post Tuition Fees feature.
|1||Go to Transactions (menu) > Post Tuition Fees.|
|2||Choose Post Later in the Post Tuition Fees - Post Setting. Select the remaining criteria and settings that capture the fees you want to schedule to post at a later date. Learn more about the Post Tuition Fees criteria and settings.|
|3||Click one of these options:|
|4||Review the fees that are set to post. Return to the Post Tuition Fees page to make any necessary changes.|
|5||Click Post Later to open the Schedule Tuition Fee Task window.|
|6||Complete the details for the task, then click Next.|
|Name - Give the task a descriptive name. This name appears in the Task column of the Task Management page. |
Schedule Starts - This date will default to the date and time chosen in the criteria settings. You can change the date here if you have a preferred start date and time.
Recurrence - From the Repeats drop-down, select from:
Ends On - Define when the task should end. The task end date is inclusive and will run on the end date.
|7||Choose whether or not you want to send an email reminder to your organization's email address. If you want to send a reminder, specify the number of days in advance it should be sent. Click Save. A confirmation window lets you know your task has been created and displays the details. Click Close.|
When you close the confirmation window, you are taken to the Task Management page, where you can view, edit, pause, or delete a scheduled task. Learn more about Automation Task Management.
Permissions control the ability of your Users to see certain data and take specific actions. Before moving forward, review User Permissions for Edit Transactions.
There are multiple ways to edit transactions in Jackrabbit. Edit all transactions or single transactions using the results grid under the Transactions menu > Search Transactions page. In addition, individual transactions can be edited directly within a Family record.
You select which users have permission to edit or delete transactions. All users with this ability should be aware of how either task can affect a family’s account. It is a best practice to edit a transaction rather than delete it. However, deleting the transaction is appropriate if it was created in error.
Transactions can be restored - contact Jackrabbit Support for assistance.
Edit Transaction Rules
To protect important data, not all fields in a transaction can be edited, and there are restrictions on when the amount field of a fee or payment can be changed.
- The amount of a fee transaction cannot be edited if it is linked to a payment. Unlink the payment from the fee to make your edit and then relink it.
- The amount of a payment transaction cannot be edited if it has been applied to fees. Unlink the fees to make your edit and then re-apply the payment.
- The amount of a refunded payment transaction cannot be edited.
- For ePayments, the following fields cannot be edited: Location, Transaction Date, Transaction Type, Amount, Payment Method, Check #, Credit Card Last 4, or Date Paid.
- The following fields cannot be edited for payments and refunds: Transaction Date, Transaction Type.
Edit Multiple Transactions from the Transaction Menu > Search
Follow these steps to edit all transactions or select a group of transactions from the Transaction menu > Search results grid.
- Leave the 1st column of checkboxes blank to select all the results in the grid, or use the checkboxes in the 1st column to select which transactions to edit.
- Click the Edit Transactions icon to open the Edit Transactions window, and you will see the following:
- The number of transactions to be edited
- Fields that are not editable are grayed out
- An explanation of which editing rules were broken
Use the X to remove any transactions (in the Transaction Groups with Issues section) that have 'broken a rule' to open up the grayed-out fields and continue editing the remaining transactions.
Click Save Changes when done.
Click Yes, I'm Sure when prompted to confirm the changes and be returned to the Search Transactions grid results where your recently edited transactions will be displayed.
Edit a Single Transaction
Select one of the options below to open the Edit Transactions window to make an edit to a single transaction.
Transactions menu > Search
Family record > Transactions Tab
Transaction Links Details window
In the Edit Transaction window, make your changes keeping the above editing transaction rules in mind. Be sure to Save Changes.
Use caution when editing transactions as it can cause discrepancies with information already transferred to your accounting system, e.g. exported to QuickBooks.
If you post a batch of tuition fees in error you can easily delete the batch posting.
- Go to the Transactions (menu) > Delete Transactions > Tuition Fees. Note: Be sure to select Delete Tuition Fees, not Delete Transaction Fees.
- Choose a specific batch (batches are created using Transactions > Post Tuition Fees) or select search criteria to locate the tuition fees posted in error.
- Select Submit. In the confirmation window that asks, Are you sure you want to delete tuition fees?
- Click OK in the confirmation window that asks, Are you sure you want to delete tuition fees? The tuition fees have been deleted and family balances have been updated.
The Tuition Not Posted report provides you with a list of students who are enrolled in classes, but no tuition fees have been posted to their account.
Get to this report from the Transactions menu > Transaction Reports > Tuition Not Posted Report.
- Confirm all students enrolled in classes have tuition fees posted to their family account.
- Manage your tuition revenue stream.
- Run this report after you finish posting your monthly tuition fees and before processing ePayments.
Filter the report using the Search Criteria and Jackrabbit will compile a list of students who meet ALL of the criteria chosen.
The report results can be customized to show or hide columns of information, sort, and filter columns. Click Adjust columns > Squeeze grid (icon)to view the entire grid on the page. Click the More (icon)to export the report data to Excel.
If a student's name is listed in the grid it means tuition may not be posted for the class/session. Sometimes it's tricky to find exactly why the tuition wasn't posted. We recommend you review the following to determine why the tuition was not posted and try the suggestions to fix the issue.
Multiple students from the same class are listed on the report
Identify the issue that prevented the students from having tuition posted and rectify it.
Example: All students from the same class appear on the Tuition Not Posted report. When posting fees, a session value was selected but that session value did not exist in the Class record > Summary tab so those students were not pulled into the batch.
Solution: Add the session value to the Class record.
|Individual students listed |
on the report
Review one or all of the following to determine what the issue is and how to fix it.
Example 1: A tuition fee was posted to a family's account using the Make Sale/Post Fees page, however, an incorrect selection was made for either Type, Session, Student, or Class.
Example 2: A student shows up on the report because they transferred from one class to another after the tuition fees were posted, and the class on the Tuition Fee transaction would be the original class and the student is no longer in that class.
Solution: To resolve the issue with Example 1 or 2, click on the Family name in the report to access the Family record. Go to the Transaction tab and follow the procedure to Edit a Single Transaction to resolve the problem.
Rerun the Tuition Not Posted report to be sure the student's name has been removed from the list.
Example 3: The student was taking the class as a trial, no further action needs to be taken.
Refer to Work with Grids in Jackrabbit for more details on how easy and flexible these grids are to work with. You can filter, sort, hide, lock, and adjust your report results.
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 #9 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.
Quiz #9 - Tuition Fees - Overview
|Number of Questions||Total Possible Points||Points Needed for an "A"||Points Needed for a "B"||Points Needed|
for a "C"