Assess Student Charges

Charges are assessed when an item has been damaged and/or before an item is issued as a prerequisite for that item's issuance.  Charge Types are created by the district administrator and all charges require the selection of an established Charge Type.  The district level administrator also determines if you can adjust the dollar amount required to satisfy a charge.  Charges can be either unsatisfied or satisfied.  The Charge Assessment window allows the site user to document the specifics of a charge and its payment history.

Assess a Charge

Assessing a charge with a tag allows the site user to document and/or receive a specified dollar amount regarding an item/tag issued to the student.  Examples of a charge assessed with a tag include:  missing accessory, broken part, late charge, etc...

A charge can be assessed without a tag associated with the charge to allow the site user to document and/or receive a specified dollar amount prior to the issuance of an item to a student.  Examples of a charge assessed without a tag include:  insurance, deposit, permission form, etc....

  1. Click on , located on the top navigation bar.
  2. Using the Students filters, search for the desired student.
  3. Click on Assess Charge, located in the respective student's row under the Actions column.  The Charges tab for the respective student opens.

  4. Click on Add Record.

  5. Select a Charge Type from the Charge Type's drop down menu.  If the district does not require a tag to be associated with the selected charge type, skip to step 7

  6. Click on Select (under the Actions header) to associate an In Use item to the charge.  

    If the item is no longer in the status of In Use for this student, click on the Show History option in the Product and Tag header section.  This will display all items which were previously issued to this student at one time.

  7. If needed and if allowed by the district, adjust the Charge Amount in the Charge Amount field.

  8. Enter any desired notes regarding this charge into the Charge Notes field.

  9. Click on Save.  The Charge is added to the Charge History grid at the bottom of the Assess a Charge window.

  10. Click on to close the Assess a Charge window.

 

Void a Charge

A charge can be voided only if there are no payments associated with the charge.  In order to void a charge with payments, each payment must be voided first.

  1. Click on , located on the top navigation bar.
  2. Using the Students filters, search for the desired student.
  3. Click on Assess Charge, located in the respective student's row under the Actions column.  The Charges tab for the respective student opens.
  4. Click on Edit Assessed Charge, located on the respective charge's row.
  5. Select the Void box.
  6. Click on Save.
  7. The Void Charge Confirmation box opens and states "You are about to void this charge, This action cannot be undone."  Click OK.
  8. To view the voided charge, select the Show Voids box located above the Charges grid for the respective student.

NOTE:

Charge Types are created by the district level administrative user.  Depending on the settings established a site user may or may not:

*If the Charge Amount price displayed is in black text, the charge amount can be changed.