Watch a 2:44 video on how to Set Up Tuition Settings for Classes Billed By Total Hours
You can add and edit your "Total Hours" Discount Settings in Tuition Settings from the Tools menu > Edit Settings:
- Click +Edit Fee Schedule in the Tuition Billing Settings to create or edit your Fee Schedule.
- Click Update Now in the Update Total Hours Discount Settings section to select a Billing Cycle and set up discounts.
Select Billing Cycle You Use for Total Hours Billing
When you bill By Total Hours you can only use one Billing Cycle. Typically, Monthly is selected which means you bill monthly based on the number of hours a student or family is in class per week.
Set up Discount (Multi-Student)
How should the multi-student discounts be applied?
There are two options:
- Select Use the discount rate listed for each student if you'd like Jackrabbit to apply the corresponding discount to each student's total tuition.
- 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 a family and use the discount associated with the total to apply to each student's total tuition .
- The family has 4 students enrolled in classes
- The discount for multiple students in a family is:
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%) and Student 4's classes use the discount listed in Student 4 (15%).
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).
Total Tuition Discount Method
Specify the discounts for students one through six. The 7th student and beyond will use the discount defined for Student 6 (Six or more students).
If you are using the discount rate listed for each student you will be asked In what order would you like to apply the discount?
- Highest tuition gets 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 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.
If you post tuition by adding up the hours spent in classes (Billing Method - By Total Hours), you will create a Total Hours Fee Schedule that outlines how much you charge for each hour increment. Jackrabbit will add up the hours in class, either by student or by family, and look to the Fee Schedule to locate the corresponding fee for the number of hours.
Your Fee Schedule is created and edited from Tools > Edit Settings > Tuition Settings. Select + Edit Fee Schedule in the Tuition Billing Settings to create or edit your Fee Schedule.
Fee Schedule Example
For this example, 1 hour of class per week is $85:
- If your Billing Cycle is Weekly the tuition fee for 1 hour should be $85 ($85/wk x 1 week).
- If your Billing Cycle is Monthly the tuition fee for 1 hour should be $340 ($85/wk x 4 weeks).
- If your Billing Cycle is By Session, and your Session is 8 weeks, the tuition fee for 1 hour should be $680 ($85/wk x 8 weeks).
Important to Note
- If you don't see the + Edit Fee Schedule option in your Tuition Settings it may be that your database is currently only set to use the By Class Fee Billing Method. The Fee Schedule is only available when you bill your classes By Total Hours.
- It is only possible to have one Fee Schedule at a time.
- Only one Billing Cycle can be used for your classes billed By Total Hours.
- When entering part hours in the Fee Schedule enter 15 minutes as .25, 30 minutes as .50, and 45 minutes as .75.
- When posting tuition, if the total hours isn't listed in your fee schedule Jackrabbit will select the next higher total hours and use that tuition fee.
Jackrabbit gives you the option to Post Tuition Fees billed by Total Hours to multiple families at one time, this is referred to as a batch or batch billing.
Go to Transactions (menu) > Post Tuition Fees and select the criteria for the classes you would like to post tuition for. After criteria selection is complete, click the Preview Tuition Fees button. This will generate a Preview Tuition Fees list.
What's my next step? After you select your settings and criteria to generate a Preview Tuition Fees list, as described in this article, you will Preview and Post Tuition Fees.
Billing Settings By Total Hours
|Make selections in this section for Billing Method, Billing Cycle, and choose a date to post the tuition.|
|Post to classes with this Billing Method||Select By Total Hours to post tuition for classes with the Billing Method of By total Hours.|
|Post total hours per||Select the option of counting the total hours by Student or by Family.|
Example using this fee schedule
Student #1 takes two 1 hour classes per week and Student #2 takes one 1 hour class per week.
Total hours by student:
Total hours by family:
When you opt to total the hours by Student you will have the option to add multi-student discounts (see below).
|Post tuition to classes with this Billing Cycle||Select your Tuition Billing Cycle if you use more than one Billing Cycle. You can only post tuition for one Billing Cycle at a time. This field will default to the Billing Cycle you selected in your Total Hours Discount Settings (Tools > Edit Settings > Tuition Settings).|
|Billing Cycle start date||You must have a Billing Cycle start date. If you select By Session Dates as the Billing Cycle, the Billing Cycle start date will pre-populate with the start date of the session selected. These dates are determined in Tools > Edit Settings > Drop-down Lists > Session.|
When you use Weekly, Monthly, or Custom Billing Cycles, you must choose a billing cycle start date.
|Tuition post date|
The tuition post date will default to the first day of the Billing Cycle selected, but can be edited and does not have any impact on your Billing Cycle start date. This is simply the date that you would like 'stamped' on the tuition fee transaction.
For example, you may post tuition fees on the 15th of each month for the upcoming month. It's March and you are posting tuition for April - you would select the Billing Cycle start date 4/1/2020 and you would change the Tuition post date to 4/1/2020.
Note: Use the CTRL (Command on Mac) key to select multiple Sessions or Categories.
|Select the sessions and classes in this section.|
|Post to classes with this session||Select one or more sessions for the Post Tuition Fee batch.|
|Post to classes with Category 1, 2, 3||Select one or more Category 1, Cat 2, Cat 3 to narrow down the classes.|
|To post tuition fees to all families in the classes you have selected, leave these fields blank.|
|Family Search||Select a specific family to post tuition fees to by searching their last name.|
|Family Location||Select families from a specific Location to include in the batch.|
|Membership Type||Filter families with the Membership Type you select. The Membership Type is located on the Billing Info tab of the Family record. You can only select one Membership Type per batch.|
|ePayment Schedule||Filter families with the ePayment Schedule you select. The ePayment Schedule is located on the Billing Info tab of the Family record. You can only select one ePayment Schedule per batch.|
Multi-Student Discount Settings
|If you are using the Billing Method = By Total Hours and have set Post total hours by to Student, you can apply multi-student discounts to the tuition fees.|
The discount settings will default to what was entered in Tools > Edit Settings > Tuition Settings > Total Hours Discount Settings, but can be edited here, for just the batch you are currently creating. See our Help article Total Hours Discount Settings for explanations of these fields.If you selected to use the discount rate listed for each student, you can also choose the order the discounts are applied.
There are a number of Additional Settings that can be selected when posting tuition fees.
|Post tuition to active classes only||When selected, Jackrabbit will pull only classes with a Status = Active into the tuition batch.|
|Post tuition to students with Enroll Type=Trial||When selected, students who have an Enroll Type of Trial will be included in this tuition billing.|
|Post tuition to students with Enroll Type=Waitlist||When selected, students who have an Enroll Type of Waitlist will be included in this tuition billing.|
|Apply tax to tuition||If you have Tools > Edit Settings > Organization Defaults > Tax Settings > Tax Tuition Fees = Yes, you'll have the option to apply tax to the batch or not.|
|If you Prorate Tuition Fees, you'll see two additional options.|
|Prorate tuition for future enrollments during Billing Cycle||When selected, Jackrabbit will prorate tuition for any student that has a future enrollment during the Billing Cycle. If you do not allow future enrollments (Tools > Edit Settings > Organization Defaults > Class Settings) this option will not display. Note: Future enroll dates are inclusive, i.e. the student is considered in class on that date.|
|Prorate tuition for drops during the Billing Cycle||When selected, Jackrabbit will prorate tuition for any student that drops during the Billing Cycle. Note: The drop date is exclusive, i.e. the student is not considered in class on that date.|
|Transaction Type defaults to Tuition Fee.|
|Transaction Type||The Transaction Type of Tuition Fee can not be changed.|
|Transaction Subtype||Optionally, add a Transaction Subtype to the tuition fee posting. Transaction Subtypes can be created/edited from to Tools > Edit Settings > Drop-down Lists > Transaction Sub Types.|
|Note||Adding a customized note is optional. If a note is entered, it displays after the Jackrabbit transaction note. The notes column is limited to 200 characters.|
Define an Additional Discount to be applied to the tuition fees as well as your other discounting and/or prorating.
See our Help article Post Tuition Fees - Additional Discount for more detail on these settings.
Duplicate Fee Detection
See our Help article Duplicate Detection in Post Tuition Fees for more details on how this feature works.
|Select the Use duplicate tuition fee detection check box and enter a date range that you would like to check for any possible duplicate fees.|
Click Preview Tuition Fees to preview the tuition fee list. Duplicate fees are shown at the top of the list in yellow, they can be deleted so the family is not double charged.
Reduce billing errors! Advanced Detection in Post Tuition Fees is a tool designed to identify tuition fees that may duplicate fees you've already posted to a family, and fees set to post for a student who was enrolled and dropped during the Billing Cycle because of an administrative error, as an example.
These fees are highlighted on the Preview Tuition Fees page, allowing you to decide whether the tuition fee is included in the batch.
In Post Tuition Fees (Transactions menu), the Advanced Detection section offers several options.
|Detect duplicate tuition fees||Select the Detect check box to enable duplicate fee 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.|
Note: If you select a Transaction Subtype in the Transaction Details section, the Transaction Subtype will display as a check box below Category 1.
|Detect dropped student fees||Select the Detect check box 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, generated when the Preview Tuition 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.
The Legend 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.|
ExampleBarbie was enrolled into Ballet L1 - Mon 5pm and her July tuition fee was posted at that time. Subsequently, another staff person ran Post Tuition Fees for July, and Barbie was included in the batch causing a duplicate transaction.
Clear the check box in the Post column to omit the fee from the batch. Optionally, use the buttons under the Legend to check or un-check all duplicates.
|Dropped Student Fee|
|This student was enrolled and dropped/transferred from a non prorated class during the Billing Cycle.|
ExampleSantos was enrolled in Ballet L1 - Mon 5pm on July 1 and on July 2nd he asked to be transferred to the Tuesday Ballet class. As part of the transfer process, Santos is dropped from the Monday class and enrolled in the Tuesday class. Because the classes are not prorated, the full month's tuition fees for both classes are included in the batch. The fee for the Monday class Santos transferred from is highlighted as a Dropped Student Fee. The fee for the Tuesday class is not highlighted.
Clear the check box in the Post column to omit the fee for the Monday class from the batch. Optionally, use the buttons under the Legend to check or un-check all drops.
|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 July 1 Barbie was enrolled in Ballet L1 - Mon 5pm and the tuition fee was posted at that time. This administrative error was discovered on July 2nd and Barbie was dropped from the class and the fee was deleted. Subsequently, another staff person ran Post Tuition Fees for July, and Barbie was included in the batch causing a duplicate transaction.
Clear the check box in the Post column to omit the fee from the batch. Optionally, use the buttons under the Legend to check or un-check all drop and duplicates.
Fixed Fees will always be displayed as possible duplicates. Be sure to check a fixed fee was not previously posted to a family account before you post the tuition fees.
Once you have selected the criteria and settings that will pull in the families you want to bill, it is time to Preview Tuition Fees. Learn more about the criteria and settings for Post Tuition Fees - By Class Fee or Post Tuition Fees - By Total Hours.
The Post Tuition Fees feature includes a robust preview capability to give you peace of mind; edit or make any necessary changes before you push that Post Fees button!
The Preview Tuition Fees page shows the details for how discounts and/or prorating was calculated if applicable. Links are provided to the Family record, the Student record, and the Class record.
When you have reviewed the tuition fees in the preview and are happy that everything is as it should be, click the Post Fees button to post the transactions to the family accounts.
Select the icon in the Details column to open the fee details.
|Using the Tuition Fee from the Class record (Summary tab), the price of the class is $80.||Using the Tuition Fee from the Fee Schedule, the base price for a one hour class is $50 and the price for 2 hours of classes is $90.|
*Because the 1st class is the same duration as the 2nd class, the hours discount of $10 is divided equally between the two classes (Base Tuition Fee per class is $50 x 2 = $100. Fee for two hours per fee schedule is $90. $100 - $90 = $10. $10 ÷ 2 classes = $5 discount per class.
Posted Fees Confirmation
Once fees are posted to the accounts, you will see a green confirmation box. Use the quick link to view all the tuition fees that were completed and posted in the batch.
If you post a tuition batch in error, use Delete Tuition Fees, from the Transactions menu, to delete them.
When you have worked through all of the articles outlined in the lesson plan, select the Take the Quiz button to be taken to the Lesson #9.2 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 #9.2 - Post Tuition Fees (By Total Hours Billing Method)
|Number of Questions||Total Possible Points||Points Needed for an "A"||Points Needed for a "B"||Points Needed|
for a "C"