Student Fee Tracking

Collecting student fees is made easier when repurposing school directory data and with Membership Keeper's tools to simplify the this redundant task. The Student Fees tab shows Typical Student Fees, Miscellaneous Fee Items and Student Fees Paid. 

Typical Student Fees

Click on the Students tab and then the Student Fees tab. 

  • Under the header Typical Student Fees is a portal that shows a list of fees with Fund (Fund Number), Description (Fund Name) and Amount. The fees shown here are the fees that would be typical for that student.
  • To edit the Typical Student Fees, click on a fee in the list. A dialog box will appear with all of the typical fees. If there are not any fees in the list to click on, click on the "+" symbol in the upper right corner of the list window.
  • To edit this list to suit your organization, click on each field and edit the information. Keep in mind that these records are for all students not individual students.
  • When creating a new fund if, for example, a Fund Name and Fund Number needed are the same but the amount for a grade level is different, a separate line item (record) will need to be created. Check off all of the grades for which the Fund applies. Delete eny extra unused line items in the list.
  • To edit the Grade Level Checkboxes, go to the Staff Tab. Click on a staff member. Go to the first tab set in the upper left hand corner. Click on the Grade Level field and a drop-down list will appear. Scroll to the bottom of the list and click on the word "Edit...". A dialog window will open. Edit the list and click OK.
  • To update the Typical Student Fees, click the Update button in the lower left hand corner to set the Actual Student Fees Due field to be equal to the Typical Student Fees Due field for ALL STUDENTS. If changes to the Actual Student Fees Due have been made for individual student fees, those changes will be overwritten. It is best to only press Update after the Typical Student Fees list is updated but before individual student data is added.
  • The Actual Student Fees Due field usually will equal the Typical Student Fees Due. However, this field allows users to change the amount, if desired for an individual student and still be considered Paid In Full. If the Update button is pressed after changes are made, this individualized amount will be overwritten.

Student Fees Paid

Click on the Students tab and then the Student Fees tab. 

  • Under the header Student Fees Paid is a portal that shows a list of fees with Fund (Fund Number), Description (Fund Name), Date, Type, Check Number, Amount Due, Amount Paid and Amount Outstanding. The fees shown here are the fees that have been paid for individual students.
  • To enter typical items under Student Fees Paid, click on the Transfer Fees button in the lower left hand corner. Use the Transfer Fees button before entering any Yearbook information or other Individual Payments. After clicking the Transfer Fees button, a message will appear asking for a check number. If paying in cash, leave blank. Click OK. All of the items from the Typical Student Fees portal will be transferred to the Student Fees Paid portal.
  • To enter non-typical items under Student Fees Paid, click the Add Payment button.
  • To delete a Student Fees Paid line item, click the trash can symbol.
  • To see the entire contents of the Fund Description field, stretch the whole window wider.
  • A checkmark will appear in the upper right hand side of the Student Fees tab set window to indicate when it is considered that a student has paid in full.

Miscellaneous Fee Items

Click on the Students tab and then the Student Fees tab. 

  • Under the header Miscellaneous Fee Items are fields for T-shirt size, Yearbook orders and miscellaneous Student Fees Notes.
  • To enter a T-Shirt Size for a student, click in the field and select a size from the drop-down list.
  • To edit the T-Shirt Size list, click in the field, scroll to the end of the list and click on "Edit...". A dialog window will open. Edit the list and click OK.
  • To enter typical Yearbook information, click on the Yearbook button and choose Yes. A script will automatically enter the quantity of yearbooks purchased (or a quantity of 1 if the quantity field is left blank or is 1) and the yearbook price plus add a yearbook line item in the Student Fees Paid portal.
  • To edit typical Yearbook information, click on the Yearbook button and choose Update. A dialog window will open. Edit the Yearbook Fund Number (i.e. Fund 919), Yearbook Description (i.e. Student Annual) and Yearbook Price. Click OK when finished.
  • To override the typical Yearbook information, enter the quantity of yearbooks purchased in the first field and the price of the yearbook in the second field. If the student has paid for a yearbook, click the Yearbook button to automatically enter the item in the Student Fees Paid portal.
  • To make notes regarding individual student's Fees, use the Student Fees Notes field.

Student Fee Reports

Click on the Students tab and then the Reports tab. See list of reports under Student Fee Reports heading. 

  • To preview a list of students per classroom who have paid or not paid, click on Student Fees Report (All Students). This report for giving to teachers so that they can encourage parents to pay student fees.
  • To preview a list of fees paid by grade level, click on Student Fees Funds Report (All Students). This report for summarizing fees that have been collected.
  • To preview a list of unpaid student fees per classroom, click on Unpaid Student Fees Report (All Students). This report for summarizing fees that have not been collected.
  • To preview a pre-formatted letter to parents/guardians of students who have not paid, Unpaid Student Fees Letter. Click on Current to preview a letter to an individual student. Click on All Unpaid to automatically generate a letter for all students that have not paid. Click on All Partial for students that have only made a partial payment. This report is great for generating letters quickly to encourage parents to pay unpaid fees.
  • To preview a list of T-Shirts ordered by size and color, click on T-Shirt Summary Report (All Students). This report is great for ordering T-Shirts.
  • To preview a list of T-Shirts ordered by class, click on T-Shirts Per Class Report (All Students). This report is great for distributing T-Shirts that have been ordered.
  • To preview a list of yearbooks ordered by classroom, click on Yearbooks Purchased Summary (All Students). This report is great for distributing yearbooks that have been ordered.

 

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