When posting tuition fees for classes with the Billing Method - By Class Fee, a discount can be automatically calculated and applied to tuition fees based on the number of classes taken.
Multi-class discounts can be calculated either by student or by family:
Count classes by student | Jackrabbit counts each student's classes separately and calculates the discounts. |
Count classes by family | Jackrabbit adds the tuition for the classes taken by all students in the family and calculates the discount. |
Define and Add Discount Rules
The first step in applying multi-class discounts is to define them using Tuition Discount Rules. The Discount Rules are then added to each Class record, on the Summary tab.
Step 1 Define your discounts by adding Tuition Discount Rules | |
Step 2 Assign Tuition Discount Rules to Classes |
When calculating Multi-Class discounts during tuition billing for classes with the Billing Method By Class Fee, you have the option of using student level discounting or family level discounting.
- At the student level, Jackrabbit counts each student's classes separately and applies the discounts.
- At the family level, Jackrabbit adds all the class tuition, for all students, and applies the discount to the total.
This setting to change between student and family counting is located on the Discount Rules for Classes Billed by Tuition Fee page accessed from Manage Your Discount Rules under the Gear (icon) > Settings > Tuition & Discounting.
Example
- Family with 2 students
- Each student is taking 2 classes (all with a tuition fee of $70)
- The classes have the Tuition Discount Rule "Recreational" which applies discounts as follows:
Family Level
The total number of classes for the family is 4, the 1st class is not discounted, the 2nd class is discounted 5%, the 3rd class is discounted 5%, and the 4th class is discounted 7%. Total tuition posted $268.10
Student Level
The total number of classes for each student is 2, the 1st class for each student is not discounted, and their 2nd class is discounted 5%. Total tuition posted is $273.00.
Multiple student discounts allow you to offer a reduction in tuition fees for families with multiple students taking classes with you. They can be used with classes using either Tuition Billing Method of By Class Fee or By Total Hours.
Multiple Student Discounts - Classes Billed By Class Fee
For classes that have a Billing Method of By Class Fee, a multi-student discount is defined using a Tuition Discount Rule.
The Discount Rule can be created as only a multi-student discount, or it can be added in combination with a multi-class discount using a combination rule type.
The first step in applying multi-student discounts to classes billed By Class Fee is to define them using Tuition Discount Rules. The Discount Rules are then added to each Class record, on the Summary tab.
Do you want to offer a discount incentive to students who take more than one class or a discount to families with more than one student enrolled at the same time? Jackrabbit makes it simple to accommodate these scenarios.
Tuition Discount Rules define multi-class and multi-student discounts (or a combination of both!) for classes that are billed By Class Fee. These rules are assigned to classes on the Summary tab of the Class record. Once a rule is assigned to a class, the class will use that rule's discounts when posting your tuition fees based on your Tuition Fee Settings.
All classes are automatically assigned a Discount Rule of No Discounts on the Summary tab of the Class record. Once you have created your Tuition Discount Rules in Tuition Settings, found under the Gear (icon) > Settings > Tuition & Discounting > Manage Your Discount Rules > Manage Rules, they are assigned to each class that you bill By Class Fee in the Class record on the Summary tab.
Step 1
Add a Discount Rule |
Note: The Trash Can icon is visible when no discounts are applied to classes and families or are part of a scheduled automated task. When you remove the applied discounts, the columns will change to Not Assigned, and the Current Rule can be deleted. |
Step 2
Assign Discount Rule to Classes |
Each class can only have one Tuition Discount Rule; however, you can assign different rules to different sets of classes. For example, you may offer recreation classes that are eligible for discounting (using a Tuition Discount Rule that you create) while having Competitive Team classes that do not count towards discounting (using the No Discounts rule).
Use the Edit All Classes tool from the Classes menu to assign rules to multiple classes at once.
Family Discount Rules
Sometimes you don't want the Discount Rules for a class to be applied to a specific family. Perhaps you have some families who are Team or Competition, and their students' classes are discounted at a different rate than the rules assigned to them.
When you find that the assigned class Discount Rules aren't applicable to a particular family, create a Family Discount Rule and save it to the family's Billing Info tab. The Family Discount Rule will override all class-assigned rules for this family. Learn more about Family Discount Rules.
Discount Rules are created in Jackrabbit to assign three types of tuition discounts that are available:
- Multi-Class Discounts - Tuition discounts are given based on the number of classes the students in a family are taking. These can be counted either for each student separately or for all of the students as a whole.
- Multi-Student Discounts - Tuition discounts are given depending on the number of students enrolled in classes from the same family.
- Combination of Multi-Class and Multi-Student Discounts - Combo discounts are a combination of Multi-Class and Multi-Family.
Note: A class can only accept one rule at a time. To apply both a Multi-Class AND a Multi-Student discount, you have to select the combination discount rule.
Create Discount Rules
Discount Rules are created in Tuition Settings from the Gear (icon) > Settings > Tuition & Discounting > Manage Your Discount Rules (section) > Manage Rules (button).
- Click Manage Rules to open the rule builder.
- Click Add New Rule to start building a Discount Rule.
- Enter a Tuition Discount Rule Name in the Rule Details section and select the type: multi-class, multi-student, or a combination of both.
- Define how the discount is calculated in the Calculating the discounts section. See Discount Rule Examples below for an example of each discount rule.
Multi-Class Discount Define how the multi-class discounts should be applied:
- Use the discount rate listed for each class if you'd like Jackrabbit to apply the discount to each class individually using the discount listed for each class in the Tuition Discount Method (table).
- Add up classes and use the discount rate listed for the total # of classes if you'd like Jackrabbit to add up the classes and use the discount associated with the total in the Tuition Discount Method table.
Specify whether you want the discount to be $ - Dollars or % - Percentage.
Define the discount amount or percent for each class in the Tuition Fee Discount Method table. Note: You can discount up to 20 classes. Use the Add Discount button to define the discounts beyond 10 classes.
Select the order you want to apply the discount to tuition fees:
- If you want the lowest tuition fee to get the highest discount, select Highest tuition gets lowest discount.
- If you want the highest tuition fee to get the highest discount, select Lowest tuition gets lowest discount.
Multi-Student Discount - Select Use the discount rate listed for each student if you'd like Jackrabbit to apply the discount to each student individually using the discount listed for each student in the Tuition Discount Method (table).
- Select Add up the students in the family and use the discount rate listed for the total if you'd like Jackrabbit to add up the students in the family and use the discount associated with the total in the Tuition Discount Method table.
Specify whether you want the discount to be $ - Dollars or % - Percentage.
Define the discount amount or percent for each student in the Tuition Fee Discount Method table. Note: You can discount up to 6 students.
A combination
of bothDefine the Discount Eligibility:
- Select Give both discounts if you'd like Jackrabbit to give both discounts whenever applicable.
- Select Give only multi-class discounts; only give multi-student discounts when multi-class doesn't apply if you'd like Jackrabbit to first check for multi-class and apply if applicable. If no multi-class is applicable, Jackrabbit will apply multi-student if applicable.
Specify how the multi-class discounts are applied and whether you want the discount to be $ - Dollars or % - Percentage. Complete the Tuition Fee Discount Method table and define the order to apply the discount (see above.)
Determine how the multi-student discounts are applied and whether you want the discount to be $ - Dollars or % - Percentage. Complete the Tuition Fee Discount Method table and define the order to apply the discount (see above.)
If your discount is based on a percentage, define when the % multi-student discount should be applied:
- Apply it to the Original Amount to have the % applied to tuition fees before the multi-class discount.
- Apply it after the Multi-class discount has been deduced to have the % applied to the adjusted total (original amount less multi-class discount).
- Click Preview Rule to see the discount you are building in action! Enter a Tuition Fee to see an illustration based on the rule's discounts and the fee you have created.
Note: Because the same fee amount is used for each class tuition in this example, the highest/lowest settings are not reflected in the tuition fees discounting. - Click Save Changes when you are happy with the results of the rule you created, and you will be returned to the main page of the Discount Rule builder.
Now that you have created your Discount Rules, you will need to assign them to your classes. See Assign Tuition Discount Rules to Classes.
Discount Rule Examples
Multi-Class Discount
Dave and Dani are in the same family, and Dave is enrolled in more than one class:
- Dave is in 3 classes, and each class is $100/mo.
- Dani is in 1 class at $100/mo.
- Multi-class discounts are counted By Student (see Count Classes by Student or Family for the Multi-Class Discount )
- The classes have the Tuition Discount Rule "Recreational," which applies discounts as follows:
Option #1 - Use the discount rate listed for each class
- The 1st class for each student is not discounted, the 2nd class for Dave is discounted 5%, and the 3rd class for Dave is discounted 10% (Dave's classes are listed from bottom to top in the table shown).
- Total tuition posted is $385.
Option #2 - Add up classes and use the discount rate listed for the total # of classes
- Dani has only one class, so she receives no discount, Dave is in a total of 3 classes, and each of those classes is discounted 10%.
- Total tuition posted is $370.
Specify a unit for this discount - The discount can be a dollar amount or a percentage to be applied to the tuition fee(s).
Tuition Fee Discount Method - Define what discounts will be applied to classes 1 through 10. Click the Add Discount button to define discounts for 11 or more classes, up to a total of 20 classes. The 21st class and beyond will use the discount defined for Class 20.
In what order would you like to apply the discount?
- Highest tuition gets the lowest discount (most common) - Jackrabbit will order the classes with the highest priced class considered as Class 1. The lowest discount is applied to the highest-priced class.
- Lowest tuition gets the lowest discount - Jackrabbit will order the classes with the lowest priced class considered as Class 1. The lowest discount is applied to the lowest-priced class.
Multi-Student Discount
This family has 4 students enrolled in classes, and the classes have the Tuition Discount Rule "Recreational," which applies discounts as follows:
Option #1 - Use the discount rate listed for each student
- Student 1 uses the discount listed in Student 1 (0%), and their classes are not discounted.
- Student 2's classes use the discount listed in Student 2 (5%).
- Student 3's classes use the discount listed in Student 3 (10%).
- Student 4's classes use the discount listed in Student 4 (15%).
Option #2 - Add up the students in the family and use the discount rate listed for the total
The 4 students in the family are added up, and the discount rate for Student 4 (15%) is applied to all students' classes.
Specify a unit for this discount - The discount can be a dollar amount or a percentage to be applied to the tuition fee(s).
Tuition Fee Discount Method - Define what discounts will be applied to students one through six. The 7th student and beyond will use the discount defined for Student 6. You may opt to give the discount listed for Student 1 to families with only 1 student.
In what order would you like to apply the discount?
- Highest tuition gets the lowest discount (most common) - Jackrabbit will order the students, with the student having the highest-priced tuition considered as Student 1. The lowest discount is applied to the student with the highest tuition.
- Lowest tuition gets the lowest discount - Jackrabbit will order the students, with the student having the lowest priced tuition considered as Student 1. The lowest discount is applied to the student with the highest tuition.
Combination (Combo) Type Discount
Only one discount rule can be added to any class. If you offer both a Multi-Class and a Multi-Student discount for a particular class, you will create a Combo Discount Rule. This discount rule combines the Multi-Class and Multi-Student discounts described above. Jackrabbit will apply both discounts whenever applicable.
You can manage your Tuition Discount Rules from the Gear (menu) > Settings > Tuition & Discounting > Manage Your Discount Rules. Click the Manage Rules button to open the Discount Rules for Classes Billed by Tuition Fee window.
From this screen, you are able to preview, edit, copy, or delete your current rules.
Preview
Click the Eye (icon) to see an example of how your tuition fee will be discounted according to the rule. The Enter a Tuition Fee field defaults to $100 but you can change that amount to the actual amount of your class tuition for the illustration.
You can look at the effect on your tuition fee when both types of discounts (Multi-Class & Multi-Student) are given in a Combo type discount rule or you can look at each discount type separately using the Both, Multi-Class, and Multi-Student tabs.
Edit
Use the Pencil icon to edit a current rule. On the Edit Discount Rule page, you can rename the rule and/or change components of the Multi-Class or Multi-Student discounts.
You have the option to preview the rule before saving your edits.
Copy
Quickly create a new Discount Rule by copying the settings from a current Discount Rule with the Copy (icon). Give the new rule a name, make any necessary changes to the discount settings, and Save Changes.
Delete
Click the Trash Can icon to delete a Discount Rule. You cannot delete a Discount Rule that has been assigned to classes in your system. Before you can delete a rule with the status of Assigned you will need to edit the classes that have that Discount Rule assigned and change them to a different rule. The quickest way to do this is to use Edit All Classes from the Classes (menu). Use the search criteria to bring up only classes with the Tuition Discount Rule you want to delete. In the report results, you can use the Global Change area (highlighted yellow) to change the Discount Rule for all of the classes at once.
Frequently Asked Questions
Q. Can I use both Multi-Class and Multi-Student discounting when posting tuition fees?
A. You can apply both multi-class and multi-student discounts by setting up Discount Rules if you Post Tuition Fees using the By Class Fee Billing Method. If you Post Tuition Fees using the Total Hours Billing Method, you can set up a multi-student discount since the class discount is already built-in.
Once you have created your Tuition Discount Rules, you will need to assign them to the classes that you bill By Class Tuition Fee.
Assign a Rule to an Individual Class
The Tuition Discount Rule can be assigned to an individual class on the Summary tab of the Class record.
Assign a Rule to Multiple Classes
Use Edit Multiple Classes, from the Classes menu, to assign Tuition Discount Rules to multiple classes. Search for specific classes using search criteria and then assign the rule to those classes from one screen.
When using the By Class Fee Billing Method, the Family Discount Rule allows flexibility.
- Override the class discounts for families with special arrangements.
- Post to a specific group of families based on their assigned Family Discount Rule when using Transactions > Post Tuition Fees.
- Apply discount for Parent Portal enrollments when a family is assigned a Family Discount Rule.
Business Scenario
Your classes have enrollments for both recreational families and competitive families. Recreational families receive discounts based on the discount rule assigned to the class, but competitive families get a different set of multi-class and multi-student discounts. Assign the competitive families a Family Discount Rule, telling Jackrabbit to ignore the rules assigned to the class and use the Family Discount Rule instead.
When should you use a Family Discount Rule?
There may be times when a family should receive a different discount from the discount rules assigned to their classes. When the class Tuition Discount Rules aren't applicable, use the Family Discount Rule to override all of the assigned class rules.
To add this discount rule to a family, the rule must first be created. Family Discount Rules are created the same way as class Tuition Discount Rules. See Add a New Discount Rule for step-by-step instructions.
Assigning the Family Discount Rule
The Family Discount Rule is assigned to a family on their Billing Info tab. Use the drop-down list to select the appropriate discount rule and Save Changes.
Post Tuition Fees to Families with Discount Rules
When you are ready to Post Tuition Fees to an individual family or a specific group of families with a Family Discount Rule, select the Family Discount Rule in the Family Criteria section (Transactions > Post Tuition Fees).
Report on Families with a Family Discount Rule
Use All Families filters to find families that have a Family Discount Rule assigned. Select Yes for Has Family Discount and choose any other search criteria needed. Submit for the results.
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.
Post Setting
Post Now | 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. |
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. |
Billing Settings
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.
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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. Example
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.
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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.
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Transaction date | 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. |
Class Criteria
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).
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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.
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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. |
Family Criteria
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. |
Family Location | Use the Family Location criteria to post tuition fees only to families in a specific Location (use CTRL or CMD to select multiple).
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Membership Type | Use the Membership Type criteria to post tuition fees only to families with a specific Membership Type.
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ePayment Schedule | Use the ePayment Schedule criteria to post tuition fees only to families with a specific ePayment Schedule.
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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.
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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.
Additional 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.
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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.
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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.
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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. Example |
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. Example
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. |
Transaction Details
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.
TIPS
- 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.
- Example:
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.
- Example:
- The Transaction Type Tuition cannot be changed.
Additional Discount
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.
Learn more about the Additional Discounts.
Advanced Detection
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.
They include:
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 system, 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.
Reduce billing errors! Advanced Detection in Post Tuition Fees 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 Advanced Detection settings offer several options. The selections you make here will determine which fees are brought to your attention (highlighted) and which fees are selected to post on the Preview Tuition Fees page that is generated when the Preview Fees button is selected. The reason for being detected as a duplicate or drop is included in the preview results.
Detect duplicate tuition fees | Select the Detect checkbox to enable duplicate detection. Jackrabbit will search for fees with the Transaction Type = Tuition Fee that have already been posted to a family's account for the same student during the chosen time frame. |
Match on Student plus | Optionally have Jackrabbit also include the Class and/or Category 1 in the criteria for a duplicate fee. The tuition fee for a student must have the same Class/Category 1 to be considered a duplicate. |
Detect dropped student fees | Select the Detect checkbox to have Jackrabbit identify fees set to post to a student who was enrolled and dropped in a non-prorated class during the Billing Cycle. Dropped student fees are not detected for prorated classes because Jackrabbit already considers the student enroll and drop dates when prorating the fee according to your Tuition Settings (Prorating Options). |
Check dates from | Enter the Check dates from and through to define the time frame to be searched. The system checks for tuition fees posted for the time frame you select. |
The Preview Tuition Fees page will display a legend for any fees that have been detected and the rows will be highlighted according to the legend.
- When you have opted to Post Now in the Post Tuition Fees - Post Setting, the checkboxes in the first column of the grid will reflect the selections you made in the Advanced Detection settings, however, they can be changed at this point if needed.
- When you have opted to Post Later in the Post Tuition Fees - Post Setting, the checkboxes in the first column are disabled. Any changes must be made on the main Post Tuition Fees page.
The legend in the above screenshot shows the highlighting for three different scenarios:
Duplicate Tuition Fee |
A tuition fee for this student has already been posted to the Family account during the time frame defined for detection. ExampleAustin Carter was enrolled into Ballet - Mon 6pm and his March tuition fee was posted at that time of enrollment. Later that week, another staff person ran Post Tuition Fees for the March Billing Cycle and Austin was included causing a duplicate transaction. |
Dropped Student Fee |
This student was enrolled and dropped or transferred from a non-prorated class during the Billing Cycle. ExampleCheryl Woodward was enrolled in Jazz - Tues 7pm on March 1st by a staff member in error. On March 2nd the staff member realized their error and dropped Cheryl from the class without deleting the enrollment. Later that week another staff member ran Post Tuition fees for the March Billing Cycle and Cheryl was included because she had been enrolled in the class during the Billing Cycle. The row for her tuition is highlighted to alert you to the drop so that you can avoid a billing error. |
Dropped & Duplicate |
This student was enrolled and dropped from a non-prorated class during the Billing Cycle and a tuition fee has already been posted to the Family account during the time frame defined for detection. ExampleOn March 1 Maddox Reed was enrolled in Hip Hop - Wed 7pm by mistake and the tuition fee was posted at that time. This administrative error was discovered on March 2nd and Maddox was dropped from the class. Later that week, another staff person ran Post Tuition Fees for March, and Maddox was included causing a duplicate transaction. The row for Maddox's tuition is highlighted as both a duplicate fee and a dropped student fee. |
Fixed Fees will always be displayed as possible duplicates within the selected date range. Be sure to check a fixed fee was not previously posted to a family account before you post the tuition fees. Be sure to double-check the fee type is set to Tuition Fee.
The Post Tuition Fees feature includes a robust preview capability to give you peace of mind. Review the fees that are set to post based on the settings and criteria you've selected. Have the chance to make any necessary changes before you push the Post Now or Post Later button!
Preview Tuition Fees can also be used as a revenue forecasting tool...just because you preview it doesn't mean you have to post it!
The Preview Tuition Fees page has several features:
A data summary provides at a glance the totals for the tuition fees to be posted. This data is dynamic; it will update each time a fee is selected or deselected for posting. | |
When Advanced Detection is enabled in the Post Tuition Fees - Advanced Detection Settings, a legend will explain the highlighted fees:
The Dup Reason column lists the reason for the duplication. If a family has been omitted from the posting with the Omit Family from Transactions > Post Tuition Fees on the Billing Info tab of their Family record, they will be highlighted in teal as explained in the legend. | |
The first column in the grid indicates which fees are set to post. When you have opted to Post Now in the Post Tuition Fees - Post Setting, the checkboxes in this column will reflect the selections you made in the Advanced Detection settings. However, they can be changed here if needed. When you opt to Post Later, the checkboxes in this column are disabled. | |
Hyperlinks are provided to access the Family, Student, or Class records quickly. | |
In the Details column, click the link to see details of how the fees were calculated. |
Once you have reviewed the tuition fees in the preview and are happy that everything is as it should be, it's time to post the fees.
The post option that displays is determined by the Post Tuition Fees - Post Setting you've selected.
With the Post Now button, the tuition fees will post to your families on the spot. The fees are posted to the family's accounts immediately, and the current balance on their account is updated to include these fees. Once fees are posted to the accounts, you will see a green confirmation box. A link will take you to a listing of all the tuition fees that were completed and posted. | |
The Post Later button opens the Schedule Tuition Fee Task window, where you'll define when and how often you want this posting to run. Learn more about Automated Tuition Fee Posting. |
Frequently Asked Questions
Q. How can I edit a posted class transaction if the wrong amount was entered?
A. Posted transactions can only be edited at the family level, individually (Family record > Transactions tab using the pencil icon). It is not possible to edit a batch of transactions all at once.
If you have mass posted a class fee and need to edit it you are better off deleting the batch (Transactions menu > Delete Transactions) and then re-posting it with the correct amount.
Q. How can I project income for the next month or year?
A. To get an idea of how much revenue you plan to collect within the next month, year, or any specified time frame of your choice, projected income can be found using Transactions > Post Tuition Fees. Select Search Criteria as you normally would when posting tuition and Preview Tuition Fees. The Total Amount in the data summary is the projected amount for the Billing Cycle you used and the Advanced Detection settings selected.
Based on how often you bill your customers, you may need to take this a step further and multiply the amount listed under Total Amount. For example, if your Billing Cycle is monthly, but you would like to project income for the year, multiply the amount listed by 12. Note: Projecting income does not account for new student enrollments or students who drop classes. This should be used as an estimate for future revenue.
Q. Am I limited to the number of items per page I can view on the Preview Tuition Fees page?
A. You can adjust the number of items on the Preview Tuition Fees page from 10 to 1000.
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 #9.1 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 #9.1 - Post Tuition Fees (By Class Fee Billing Method)
Number of Questions | Total Possible Points | Points Needed for an "A" | Points Needed for a "B" | Points Needed for a "C" |
---|---|---|---|---|
13 | 13 | 11 | 10 | 9 |