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Assigning fees

Assigning is what actually charges students. Until a fee is assigned, it exists but nobody owes it.

Create the fee first — see Creating fees.

Assigning

  1. Open Financials → Assign/Create Fees.
  2. Pick the fee from Select Fee to Apply.
  3. Choose who owes it, using the Filter on Text panel:
  4. Individuals — search in Search students.. and check each name, or
  5. A group — pick it from the group dropdown and select Select Members. A line confirms the selection, e.g. "Marching Band members have been selected"
  6. In the Assign Fee panel, set any options you need (below).
  7. Select Assign Fee to Selected Students.

The Assign/Create Fees page showing Select Fee to Apply, Filter on Text with a group selected, the Assign Fee panel, and the student list with several checked

Assigning a fee to a group. Select Members checks everyone in the group; Clear resets the boxes.

Clear resets the checkboxes if you pick the wrong group.

Options

Allow duplicate fees. Shown as Disabled by default. By default a student can't receive the same fee twice — the guard exists because double-assigning is a common and annoying mistake. Turn it on deliberately when a fee genuinely recurs, like a monthly lesson charge.

Assign Date (optional). Set when the fee should be dated. Leave it to use today.

Assigning by group

Groups are the efficient path when a fee applies to everyone in a section or ensemble: choose the group, select its members, and assign in one action.

Check the selection before assigning. Group membership changes through the season, and the students in a group today aren't necessarily who was in it when you planned the charge.

Before you assign to a large group

Assignment is quick; unpicking a bad assignment is not. Two minutes of checking saves an hour:

  • Right fee? Names are similar across years — confirm the amount and academic year
  • Right people? Scan the selected list, particularly for students who left
  • Already assigned? If duplicates are off you'll be protected; if you turned them on, you won't be
  • Right amount for everyone? If not, consider separate fees instead

Assign to two students first, check their statements, then do the rest. It's the cheapest insurance available.

Fixing a bad assignment

  • Wrong amount — adjust it in the audit trail
  • Wrong student — remove the assignment in the audit trail
  • Wrong everyone — remove them individually; there's no bulk undo

Paid fees can't be deleted

Once a fee has been paid, it can't be removed — the payment record depends on it. This is deliberate: deleting a paid fee would destroy financial history.

If a paid fee was wrong, record a refund rather than trying to delete it.