Set up school fees where enabled
Prepare live finance settings, checked families and a reviewed fee structure.
Checked on 28 October 2026
Overview
School-fee setup prepares the school’s own billing records. Confirm live finance, payment instructions and the approved fee policy before creating chargeable records.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Settings usually require owner, co-owner, administrator or school-leadership access; finance and staff-credit actions have their own permissions. Confirm the specific action with the school lead.
Before you start
Confirm the workspace, academic year, school curriculum and your responsibility for this change. Have the approved school records available and review existing settings before entering replacements.
The School Finance module and finance permissions must be active. Have approved payment instructions, academic learner records, family assignments and the fee structure for the year.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Finance currency and payment instructions | Check before continuing | Check the offered currency before setup. PayBill, till and bank details are optional configuration fields; enter only school-approved instructions. If the local currency is unavailable, confirm support before issuing records. | The enabled live school-finance module and approved fee records. |
| Invoice and approval rules | Required when applicable | Review defaults before saving: due-after days must be 1–180; an expense approval threshold is non-negative. Check numbering formats and the displayed allocation rule. | The enabled live school-finance module and approved fee records. |
| Fee title, year, items and amounts | Required in this form | A fee draft needs a title up to 160 characters, a year from 2000 to 2200 and at least one named item. Supply at least one positive amount; check terms 1–3, day/boarding profile, optional and annual flags. | The enabled live school-finance module and approved fee records. |
| Family and billing choices | Required when applicable | Assign selected learners to an existing family or provide a new family name. If adding a guardian, their name is required and any email must be valid. Check fee profile and exact transport route. Individual discounts or reduced-period charges require an authorised reason and the applicable approval. | The enabled live school-finance module and approved fee records. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Families and fee-structure versions | Imported academic learners, assigned families and published fee versions for the period. | Enable live finance, check the academic import and publish the approved fee version before billing. | Check year, family assignment and version status. Sample data is not the school’s live ledger. |
| Available features and integrations | Workspace permissions, feature settings and supported product modules. | Confirm the school’s entitlement and the effect of the specific switch. | Check the module catalogue or contact support; a menu alone does not establish active integration. |
Desktop walkthrough
Name the fee structure
Screen walkthrough · 0:12Download GIF ↓- Check Settings → Features → Product modules for live School Finance. Confirm whether Finance is showing sample data or the school’s live records.
- Open Finance → Settings. Check currency, optional payment instructions, due-after days, numbering and approval rules; Save finance setup only after review.
- In School fees, preview the academic import and resolve exceptions before confirming it. Assign learners to the correct families and billing profiles.
- Create a fee draft with title, year, named items and applicable amounts. Review term, grade, route, optional/annual flags and any authorised individual adjustment reasons.
- Use the offered review and publication steps, complete the required school setup sign-off and preview billing exceptions. Generate invoices only after the authorised review and confirmation.
Mobile walkthrough
Name the fee structure
Screen walkthrough · 0:12Download GIF ↓On a phone, open the school menu and the feature named in the steps. Open one record or panel at a time. Scroll inside drawers and close the keyboard to reach the lower fields and final action.
Choose prerequisite fields first and check any defaults after changing school, year, class or curriculum. For wide grids and large imports, use landscape or a larger screen; the written instructions remain available.
After an authorised save, wait for confirmation and reopen the record. If a request may have completed, inspect the saved state before trying again.
Save and verify
The correct published fee version and families are available for the intended year/term. A draft, sample screen or billing preview is not an issued invoice.
Troubleshooting
An option or feature is missing
Check school, year, role, curriculum and enabled modules. Clear search filters and wait for loading. Resolve the preceding setup item first; ask the administrator to check access if the choice remains unavailable.
There is no fee version in the billing selector
Check its year, effective term and published status, then confirm live finance and setup sign-off. Do not create a second fee structure merely to fill the selector.
A change did not save
Read the named validation error and correct that field. Check whether any part of the request succeeded before retrying. Keep the original source record available until the saved version has been checked.
