Lesson #10 - Non-Tuition Fees

Most of the fees you post in Jackrabbit will be for class tuition fees. In addition, there will be other fees you will need to charge your families. 

It's important to consider and answer these questions before you make decisions on when and how to post fees that are not tuition related:

• Registration Fees - Do you charge a fee when a new family signs up and is added to Jackrabbit? Do you charge a registration fee for returning students when they register for new classes? Are those fees charged per family, per student, or per student for each class?

• Annual Fees - Is there a membership, insurance, or annual fee for students? Does the annual fee cover the entire family or does the fee depend on the number of students enrolled in a family?

• Late Fees - Unfortunately, this can be a common occurrence and student accounts may not be paid in a timely manner. Will you be charging a late fee? What is the charge on a late balance? Is there a flat late fee per student per class or does the fee adjust depending on the delinquent amount?

• Miscellaneous (Misc) Fees - This is a catch-all category for other fees your organization charges. This could be for merchandise, recitals, registration for swim meets, etc. Are these miscellaneous fees taxable? Are these fees related to a specific event?

• Class Transactions - Are there fees related to specific classes in your organization? Maybe you have fees for recitals and those fees vary by class levels?

• Post Other Fees - Do you have additional fees you would like to post to specific families? 

Ready? Set? Post Those Fees!

There are many ways to post non-tuition fees in Jackrabbit. This section was designed to help you understand your options and provide you with information and step-by-step instructions.

	Post Registration Fees	Registration fees can be set to post automatically with Online Registrations (new families) or Parent Portal enrollments (existing families). Learn how to Post Registration Fees.
	Post Annual Fees	You have the option to post annual fees by any of the following: Family Registration Month, Student Start Month or Student per Class. Learn how to Post Annual Fees.
	Post Late & Misc Fees	Designed to post late fees, this functionality can also be used to post any non-tuition miscellaneous fee to your families. Learn more about Post Late Fees (or Misc Fees).
	Post Class Transactions	This functionality is used to post non-tuition fees to families when students are enrolled in a specific class. Learn how to Post Class Transactions.
	Post Other Fees	You can go to the Transactions menu to post fees (other than class tuition fees) to specific families, or, use the Make Sale/Post Fees button on any family record page. Learn more about posting other fees.

From the Transactions (menu) > Post Transactions > Annual Fees can be used to post any type of annual fee (registration, membership, insurance, etc.)  to existing families or students. 

You have the option to:

• Post fee per Family based on the Family Registration Month. A family's registration date is the date they registered with your facility, either via a Jackrabbit User (in-house) or through online registration; it is displayed on the Summary tab of their Family record.
• Post fee per Student based on the Student Start Month. A student's start date is the date they were first added to the Family record in Jackrabbit; it is displayed on the Summary tab of the Student record.
• Post fee per Student per Class based on the Student Start Month.
  
  

Use the Search Criteria to narrow the list of people who will be included in the batch and have the fee posted to their accounts.

Based on the criteria selections in the above example, a fee would be posted to families with a Membership Type of Recreational for each class their students who started in December are actively enrolled in for the Winter 2023 session.

The Transaction Details to Post section lets you choose the type of fees you want to post and what details you want to apply to the transactions. 

If you are posting per family, you will enter the fee amount for a family. If you are posting per student or per student per class, you will enter the fees for the first student, second student, and third student. The fee for the third student is used for the fourth, fifth, etc. students in the family unless a maximum fee per family is designated. If a maximum fee exists, the fee will post for each student until that maximum is reached. If the maximum is reached, it will be posted to the family in one transaction versus posting each student amount individually.  

By default, Post Annual Fees will exclude transactions for a family with previously posted fees with an exact match on:

• Transaction Date
• Transaction Type
• Transaction Amount (per Family, per Student, or per Student-Class)

 If you have chosen to post fees per student or by student per class, the transaction must also match the student name (this would mean that the originally posted transaction would have to have the student listed in the student section of the transaction). 

Entering dates in the Duplicate Check Date From/Through fields allows you to also exclude duplicate fees for a family/student for a specified date range instead of the exact transaction date. This searches the date range and matches the type, amount, per-student fees, and student name.

If you would like the Family Registration Date or Student Start Date to act as a 'due date' for next year's fees, select Yes to Optionally, Advance Registration Date By 1 year. Note: To keep a record of their actual registration/start date, consider adding those dates to the Notes field on the Misc tab.

 You can preview the fees before you commit to posting them! 

The Preview Annual Fees page provides transaction counts and the option to remove a family, or student, from the batch. The fees are not posted to families until the Post Fees button is selected. 

Post Late Fees/Misc Fees allows you to post a fee to multiple families based on a selection of family criteria (location, status, current balance, etc.) and/or their students' current enrollment. 

1. Go to the Transactions menu > Post Transactions > Late Fees/Misc Fees.
2. Make selections in the  Search Criteria section to narrow down the families to which you want to post transaction fees. Note: The choices you make here are applied at the family level, e.g., Who do you want to bill? > I want to bill families with students enrolled in ballet classes. If you are posting a late fee, isolate which transactions you want to post late fees for using the With Unpaid Transactions section. Select a Transaction Date From / Through, a Transaction Type, and a Transaction Sub-Type. For example, if you only post late fees when tuition is late, you'd select, Transaction Type: Tuition Fee (Debit).
   
   
   
3. Use Transaction Details to Post in the lower section to tell Jackrabbit how to post the fee transaction (date, type/sub-type, amount, taxable, note, category, and session) and whether you want the fee to post per Family/Account, per Active Student, Per Student That Meets Criteria, or per Student/Per Class.
   • If you post the fee per Active Student and a family that meets the search criteria has two active students, Jackrabbit will post the fee twice - once for each active student in the family, even if the student doesn't meet the criteria selections. 
   • If you post the fee per Family/Account, Jackrabbit will post the fee once to each family that meets the criteria. 
   • When you opt to post only to Students That Meet Criteria, Jackrabbit will only post a fee for those students who fit the criteria selected in the Who do you want to bill? section regardless of how many other active students are in the family. 
   • Posting the fee per Student Per Class will post the fee to students for every class they are currently enrolled in that meets the criteria.
     
     
     
4. Select Use duplicate fee detection if you want Jackrabbit to search for late/misc. fees already posted. The duplicate fees will appear in Preview Fees highlighted in yellow. You decide if you want to post the duplicate fees. 
5. Click Preview Fees. This is a preview only. No fees will be posted until you click Post Fees.

Preview Results and Post Fees

1. Review the results to confirm the fees are accurate. 
2. Clear the checkboxes in the last column for items you do not want to post a fee for.
3. Click Post Fees. In the pop-up box that says, This will create transactions for all selected families. Continue?, click OK. Jackrabbit displays a list of the fees posted to accounts.
   
   

If late/misc fees are posted in error, use Transactions > Delete Transaction > Transaction Fees to delete them. See Delete Transactions for more information on deleting a fee.

From the Transactions (menu) > Post Transactions > Class Transactions can be used to post fees to families with students enrolled in a specific class.

Using the Search Criteria you can filter the enrollments to include only families with a specific Location and/or families with a specific Membership Type (Family record > Billing Info tab). Use the Search link to locate the class.  

In the Transaction Details to Post section, choose what type of fees you want to post and what details you want to apply to the transactions. The Category 1 and Session values will default to those of the class, however, you are able to change them.

By default, Post Class Transactions will exclude transactions for a family with previously posted fees that are an exact match on all of the following:

• Transaction (Post) Date
• Transaction Type and Subtype
• Original Amount 
• Discount
• Note

After you submit the batch you will be given a summary of the number of transactions posted and a link to view the transactions. The transaction listing provides links to the family accounts.

Class transactions can also be posted from within the Class record using the Post Class Transactions button. With that method, however, you are not able to filter by family Location or Membership Type.

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. 

A Store account does not contain any contact information and is not associated with any one family. It is used to record sales to families that have an account with you or to people who do not have an account. For example, someone who comes into your Pro Shop to purchase a water bottle and is not one of your students/parents. 

Store highlights include:

• Inventory tracking
• Barcode Scanner Interface
• Secure Credit Card Swiper interface*
• General “Store” account for non-customer transactions
• Sales / Profit / Re-Order / Tax Reports
• One-time Use Credit Card Transactions
• Detailed Payment Receipts

* Encrypted credit card swipe devices must be purchased through your ePayments provider.

We recommend downloading, reviewing, and printing the Store Setup Checklist - Steps for a Successful Store Rollout.

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.

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.

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Using the Delete Transactions function from the Transactions menu, you can delete multiple transactions at once, making bulk updates quick and easy.

Important

The Delete Transaction Fees function will not delete the following types of transactions:

• ePayments
  • Credit card and bank draft payments cannot be deleted in bulk for audit reasons; they can be deleted individually by a User with the required permissions.
• Linked fees
  • Fees that are partially or fully applied to payments must be deleted individually, which includes unlinking the transactions as part of the process.
• Tuition fees posted in a batch
  • Tuition fees posted via the Post Tuition Fees function (Transactions menu) must be deleted using Delete Transactions > Tuition Fees.
• Refunds linked to payments
  • Refund transactions linked to payments must be deleted individually, which requires unlinking them during the workflow.

To delete a group of transactions:

1. Go to Transactions (menu) > Delete Transactions > Transaction Fees.
2.  Select Search Criteria to locate the transactions you want to delete. Note: the From Date and Through Date fields correspond to the Transaction Date you entered, not the date the fee was posted.
3. Click Preview Fees to view the transactions selected for deletion based on your chosen criteria. 
   
   
   
4. On the Preview Transactions To Be Deleted page, clear the checkbox for any transactions you want to keep to exclude them from deletion.
5. Click Delete to finalize the removal of the selected transaction fees.
   
   
   
6. In the confirmation window, select Yes, Delete to finish the deletion process and update all family balances.

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 #10 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 #10 - Non-Tuition Fees

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