Class Fees sets how much each fee type costs per student in each class, and how often it is charged. This is your fee structure: Class Billing uses it to build every student’s term invoice.
- Where Finance & Billing → Class Fees
- Who can use it Anyone whose role includes Class Fees.
- Set up first Fee Types and Streams & Classes
Assign one fee to one class
- Click Assign Fee.
- Choose the Class (for example JHS 1) and the Fee Type (for example Tuition Fee).
- Type the Amount per student, for example 450.00, and check the Currency (GHS unless you choose otherwise).
- Choose the Frequency: Weekly, Monthly, Termly or Annually.
- Click Save Assignment.
Assign many at once
Three bulk buttons save a lot of clicking at the start of the year:
| Button | Use it when |
|---|---|
| Bulk: One Fee → Many Classes | One fee costs the same in several classes, for example a PTA Levy of GHS 50.00 for every class. Pick the fee and amount, tick the classes, click Assign to Selected Classes. |
| Bulk: Many Fees → One Class | You’re setting up one class’s whole fee list. Pick the class, tick each fee type and type its amount, click Assign to Class. |
| Bulk: Many Classes × Many Fees | Several classes share the same fee list. Tick the classes, tick each fee type with its amount, click Assign to Selected Classes. |
In the bulk forms the currency and frequency you choose apply to everything in that batch. Select All and Select None help with long lists. When it finishes, a message says how many were assigned, how many were already assigned (and skipped) and how many failed.
Tip: To charge one class a different amount afterwards, edit that one assignment in the list.
How often a fee is charged
When a term is billed in Class Billing, each fee is multiplied to fit the term, using the term’s dates from Terms:
| Frequency | Charged | Example: a 13-week term |
|---|---|---|
| Weekly | Once per week of the term | Feeding GHS 50.00 × 13 = GHS 650.00 |
| Monthly | Once per month of the term | Bus GHS 120.00 × 3 = GHS 360.00 |
| Termly | Once every term | Tuition GHS 450.00 |
| Annually | Only in the first term of the academic year | Admission Pack GHS 200.00 in Term 1, nothing in Terms 2 and 3 |
If the term has no dates set, every fee is charged once.
Change or remove a fee
- Click the pencil icon to change the Amount, Currency or Frequency, then click Save Changes. To move a fee to another class or fee type, remove it and assign it again.
- Click the bin icon and confirm to remove an assignment.
Invoices already issued don’t change. New amounts apply the next time the class is billed. Class Billing can replace a class’s existing invoices, but that also removes the payments recorded on them, so read Class Billing first.
Good to know
- Each fee type can be assigned to a class only once. Assigning it again gives an error (or is skipped in bulk).
- The amount must be more than zero.
- Fees follow the class, so a student moved to a new class by Promotion is billed the new class’s fees next term.
- Per-student extras and discounts are handled on the student’s invoice in Student Billing.