SchoolInsight Admin Guide - TeacherEase1.2.2 Categories View/edit existing account fee categories for a chosen account. Note: Categories are not tied to an academic year. Main > Tuition/Fees

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Tuition/Fees

Admin TuitionFees2

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Table of Contents1 Tuition/Fees 3

................................................................................................................................... 41.1 Options .......................................................................................................................................................... 5Online Payment 1.1.1......................................................................................................................................................... 6Parents Fees1.1.1.1

................................................................................................................................... 111.2 Accounts .......................................................................................................................................................... 12Create Account 1.2.1.......................................................................................................................................................... 13Categories 1.2.2......................................................................................................................................................... 14Create Category1.2.2.1

................................................................................................................................... 151.3 Tuition Schedules .......................................................................................................................................................... 17Payment Plans 1.3.1.......................................................................................................................................................... 19Copy Tuition Schedule 1.3.2

................................................................................................................................... 201.4 Tuition Discounts

................................................................................................................................... 211.5 Account Rollover

................................................................................................................................... 231.6 Course Fees Overview

................................................................................................................................... 241.7 Auto-generate Course Fees

................................................................................................................................... 251.8 Fee Letter Templates

................................................................................................................................... 261.9 Fees .......................................................................................................................................................... 28Create Fee 1.9.1.......................................................................................................................................................... 29Create Deposit 1.9.2.......................................................................................................................................................... 31Create Family Deposit 1.9.3.......................................................................................................................................................... 32Create Many Fees/Deposits 1.9.4.......................................................................................................................................................... 34Transfer Funds 1.9.5.......................................................................................................................................................... 36Edit Fee 1.9.6.......................................................................................................................................................... 38Void/Refund Payment 1.9.7.......................................................................................................................................................... 39Fees - Online Payment 1.9.8.......................................................................................................................................................... 41Refund/Void Online Payment 1.9.9

................................................................................................................................... 431.10 Student Tuition

................................................................................................................................... 451.11 Fee Details

................................................................................................................................... 481.12 Account Balances

................................................................................................................................... 511.13 Account Statement

................................................................................................................................... 541.14 Tuition Statement

................................................................................................................................... 571.15 Daily Deposit

................................................................................................................................... 601.16 Find Unpaid Fees

................................................................................................................................... 621.17 Course Fees

................................................................................................................................... 641.18 Online Payment Failures

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1 Tuition/Fees

Create accounts to track school fees and student payments. Each account has a separate balance. Track tuition, athletic, etc. type fees and generate running balances per account, per student. Createas many accounts as needed for your school. This can be useful to track "one time" fees like tuition,separately from "ongoing" charges, such as lunch. Generate letters or email to alert parents ofcurrent balances. Allow parents to view/pay fees online.

Main > Tuition/Fees

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1.1 OptionsManage Tuition/Fees options for your school. Enable use of tuition management, auto create fees forscheduling and/or enable online payments.

Note: First create accounts and categories at Main > Tuition/Fees > Accounts > Create Account.

Main > Tuition/Fees > Options > Edit

Tuition Management: Enable use of tuition management at your school. Assign a tuition account.Once enabled, setup tuition schedules with payment plans customized per grade level and assignedpayment plans to students at Main > Tuition/Fees > Student Tuition.

Auto Creation of Fees During Scheduling:• View/assign an account and category for tracking all course fees. Only one account and one

category need to be assigned for tracking course fees.• Course fees will be applied when auto-generating course fees, or when manually adding students

to class rosters.• View student course fee details per course at Main > Tuition/Fees > Course Fees.

Note: If your school/district is using the Online Payment feature additional options will be available.See the "Online Payment" section of "Options" for more details.

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1.1.1 Online PaymentAllow parent to pay fees online. Online payment options can be set at either the school or districtlevel. Once enabled, online payments are processed at each school.

The following documentation applies to setting options at the school level. Note: Access to thisfeature is managed by SchoolInsight. Please contact [email protected] to use this option.

During initialization of Online Payment for your school, SchoolInsight support will work with you toassure proper setup. Note: "Accepted Payment Types" are chosen during initial setup withSchoolInsight support and cannot be modified.

Note: The online payment processor is Authorize.Net. Schools must apply for an account and beapproved prior to setup.

View/manage online payment at your school. Note: If Online Payment is managed at the districtlevel, schools can view option details, but cannot modify the online payment options.

Main > Tuition/Fees > Options

If your school/district is using the Online Payment feature, managed at the school level, additionaloptions need to be setup. Note: Options will apply to all accounts. Lunch options will automaticallybe updated with chosen settings once saved. Note: If Online Payment is managed at the districtlevel, schools cannot modify the online payment options.

Main > Tuition/Fees > Options > Edit

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To allow parents to make account payments from their "Parents Page", first enable online payments,then set an allowed maximum payment. Note: Authorize.Net has a Max Payment cap. Use their capor set a lower value.

Note: Parents can pay fees for multiple students in the same school and/or multiple students indifferent schools in the same district. This is available when online payment is managed at the districtlevel, or if all schools have the same payment types and convenience fees.

Convenience Fee: Determine if you want to charge parents an additional convenience fee for payingonline. If used, set the charges for credit card and/or E-Check. Note: Convenience fee choices varybased on accepted payment types. Visa does not allow percent based convenience fees, so if Visa isan accepted payment type, percent based fees will not be available. Note: When a parent completesan online transaction the convenience fee will be reflected on their student's account. If they havemultiple students at the same school, the fee is divided among the student's accounts being payed.

Allow Refunds: Configure online payments to allow for the school to refund parent's paymentsonline. Decide to also allow convenience fees to be refunded. Refunds are managed from the "Fees"page. For more details see the "Refund/Void Online Payment" section under "Fees".

Refund Policy: Enter details for your school's refund policy, as needed.

Privacy Policy: Enter details for your school's privacy policy, as needed. Use the policy provided orwrite your own. If using the provided policy, replace the [placeholder for email address] at the bottomwith a valid email address.

1.1.1.1 Parents Fees

The following outlines the parent online payment procedures. Online payment is accessed fromParent Main > Fees.

Note: Student fees can only be payed online from a parent login. Student's can view, but not payfees.

Parents view fees for each of their students separately but when making an online payment, can payfor all of their students/fees.

Parent Main > Fees:

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Parents view fees by student, for a chosen academic year per account. They can view/print receiptsfor any payment.

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When they choose to make an online payment, parents can review all student fees and selectpayment amounts, per student/account. They see everything on a single page and can make onepayment for all of their student's accounts/fees for all schools in the district.

Parent Main > Fees > Make a Payment:

Note: The lunch account is always shown along with other accounts with balances below $0.

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Parents view the details of any account by clicking "Current Balance" for a chosen account.

Parent Main > Fees > Make a Payment > Current Balance:

Information provided is the same as viewed from Admin Main > Tuition/Fees > Fees.

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If parents want to continue with their online payment, they click "Continue" to choose a payment type.

Note: Payment type choices are based on "accepted payment types" chosen during initial setup,viewed at Main > Tuition/Fees > Options.

Parent Main > Fees > Make a Payment > Continue:

Parents choose their payment type and enter the corresponding information.Note: If your online payment option (Main > Tuition/Fees > Options) includes a convenience fee, it'sautomatically applied to their total due.

After their information is entered, parents click "Continue" to review details and submit their payment.

Parent Main > Fees > Make a Payment > Continue > Continue:

Once the transaction is successfully processed a printable receipt is provided which includes the

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transaction details, approval and transaction id number.

Additionally, an email confirmation is sent to the transaction originator and corresponding paymentlogs are updated on both parent and school "Fees" pages.

Failed transactions will result in an "error in processing" warning message. They can go back andenter different information, as needed.

1.2 AccountsModify existing or create new accounts to meet your school's needs. Note: Accounts are not tied toan academic year.

Main > Tuition/Fees > Accounts

You will initially have two accounts for your school, "General" and "Lunch". Create new or editexisting accounts to meet your needs. Note: Your school must purchase the lunch portion ofSchoolInsight in order to use the Lunch account.

Create AccountCreate a new account for your school.

CategoriesDefine account fee categories for a chosen account.

EditModify account name and/or options. Make account active/inactive.

DeleteRemove an unused account. Note: You cannot delete an account once it contains categories andfees. Mark it inactive instead if no longer needed.

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1.2.1 Create AccountCreate a new account for your school.

Main > Tuition/Fees > Accounts > Create Account

Fee Account: Enter a name for the new account.

Options: - Associate each payment with a fee: Requires that each payment be linked to a specificfee when creating deposits or editing fee payments. Payment status will be shown on the"Fees" page, noting partial or full payment. Note: If using this option, when creatingdeposits, you must apply the payment amount to a specified unpaid fee in order to accuratelytrack the fee payment.- Can transfer funds in and out of account: Allow movement of available funds from oneaccount to another.

Save and Add CategoriesSave your new account and create account fee categories.

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1.2.2 CategoriesView/edit existing account fee categories for a chosen account. Note: Categories are not tied to anacademic year.

Main > Tuition/Fees > Accounts > Categories

Create CategoryCreate a new account fee category for chosen account. Set a default dollar value for the fee, ifneeded.

EditModify the name and/or default cost of the category. Mark category active/inactive.

DeleteRemove an unused account category. Note: Once used, a category cannot be deleted. Mark itinactive instead.

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1.2.2.1 Create Category

Create new or edit existing account fee categories for a chosen account.

Main > Tuition/Fees > Accounts > Categories > Create Category

Name: Enter a descriptive name for the new account fee category. Note: Once used, the categoryname cannot be changed.

Default Cost: Enter a dollar value for the fee, when appropriate, to save effort adding fees to astudent/employee.Note: Since categories are not tied to academic years, default costs can be changed wheneverneeded. For example, if tuition costs go up, change the default cost to reflect the increase prior to thenew year to save effort entering values.Note: A default cost is not needed for a course fee category. Fees are generated using course feedollar amounts set when creating/editing courses.

Active: Default is active. Mark inactive if category has been used but is no longer needed.

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1.3 Tuition SchedulesView/manage tuition schedules for a chosen academic year. Create tuition schedules and paymentplans to configure charges/payment options by grade level.

Note: When a tuition schedule/payment plan is assigned to a student, all associated fees areautomatically created for the student and can be viewed/managed from the "Fees" page.

Main > Tuition/Fees > Tuition Schedules

Payment PlansView/manage payment plans for a chosen tuition schedule. Students are assigned to a payment planbased on their grade level.

EditModify details for a chosen tuition schedule. Note: Once students have been assigned to a tuitionschedule/payment plan, grade levels cannot be modified.

DeleteRemove the tuition schedule. Note: Once payment plans have been defined, tuition schedulescannot be removed. Delete the payment plan(s) first. If students are assigned to the payment plan(s), you will have to remove them prior to deleting the payment plan(s).

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Create Tuition ScheduleCreate as many tuition schedules as needed to manage your school tuition/payments per grade level. Note: A grade level can only be assigned to one tuition schedule for an academic year.

Description: Enter a descriptive name for the tuition schedule.

Grade Level: Assign grade level(s) to the tuition schedule. Note: A grade level can only beassigned to one tuition schedule for an academic year.

Add Payment Plan: Automatically have a payment plan configured for the tuition schedule. Thepayment plan will be initialized with the number of chosen payments. Once created, configurepayment plan details for the tuition schedule. Then, assign students to a corresponding paymentplan. Note: Payment plans can be also be manually created. See details in the following section on"Payment Plans".

Save & Configure Payment PlansAvailable when a payment plan type is selected. Initializes a payment plan with the selected numberof payments.

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1.3.1 Payment PlansConfigure payment plans for a chosen tuition schedule. A payment plan is initialized from the tuitionschedule details when the "Add Payment Plan" option is used. Edit an existing plan to customizedetails, such as, due dates, amounts, etc. Create new payment plans for the same tuition schedulewith unique details. Create plans, then assign students to the appropriate plan. Note: Students canonly be assigned to payment plans for tuition schedules that correspond to their grade level. Assignstudents to payment plans at Main > Tuition/Fees > Student Tuition.

Main > Tuition/Fees > Tuition Schedules > Payment Plans

Create new or modify existing payment plans for a tuition schedule. Note: Once students areassigned to a payment plan, the plan cannot be modified or removed. If changes are necessary,remove students from the plan or create a new payment plan.

Create Payment PlanManually add payment plan(s) to a chosen tuition schedule. Initialize plan with the number ofpayments.

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Save & Add FeesSave the payment plan and enter fees and payment details. Billing and due dates are initialized foryou. Modify the dates to match your payment schedule(s).

Quickly add fee details using the "Add Fee" popup. Have fees equally distributed across multiplebilling dates, or assign the fee total to a single date.

All billing dates will be assigned the same fee description, account, category and discount status. Modify details, as needed, then "Save".

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1.3.2 Copy Tuition ScheduleCopy tuition schedule(s) and corresponding payment plans from one year to another.

Main > Tuition/Fees > Tuition Schedules > Copy Tuition Schedule

Billing/due dates are automatically adjusted for the "Copy to" academic year. Modify dates, asneeded prior to copying the tuition schedule/payment plans.

Adjust dollar amounts, as needed.

Copy Payment PlanCopy the chosen payment plan(s) and tuition schedule to the selected academic year.

Once copied, edit tuition schedules and/or payment plans to modify details, as needed.

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1.4 Tuition DiscountsView/manage tuition discounts. Tuition discounts can be applied to students' payment plans toreduce their fees. Payment plans are automatically adjusted when a tuition discount is assigned to astudent. Tuition discounts can be a percent or flat amount off the payment plan total.

Main > Tuition/Fees > Tuition Discounts

Specify tuition discounts that are available to students. Three types of discounts are available. Use"Employee" to provide a discount for students of school/district employees. Use "Multi-Child" toprovide a discount to parents with more than one child in the school/district. Use the "Other" type tocreate unique discounts for your school.

EditModify details for a chosen tuition discount. Note: If students are assigned to the discount it cannotbe edited. Remove assigned students first.

DeleteRemove a tuition discount. Note: If students are assigned to the discount it cannot be deleted.Remove assigned students first.

Create Tuition DiscountCreate a tuition discount for a chosen academic year.

Provide a description, discount value and type for the tuition discount. Create multiple tuitiondiscounts to meet your school's needs.

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1.5 Account RolloverRollover students accounts from one year to the next. This will zero out the account from the currentacademic year and move the current balance to the next academic year. Note: Promote students tothe next year before rolling over student accounts.

Main > Tuition/Fees > Account Rollover

Account: Select an account to rollover.

Mode: Select student or employee accounts to rollover to the next academic year.

Current Academic Year: Select the year from which to rollover lunch balances.

Current Grade Level: Narrow students by grade level, if needed. Match the current student gradelevel to the current academic year.

School: Choose to rollover balances to any school in your district. This is useful when students/employees move between schools in the same district.

Next Academic Year: Select which year balances will be rolled into.

Notes: Enter notes to record the transaction, as needed.

Once accounts have been rolled over the "Current Balance" columns for "this Year" and "next Year"will reflect the changes.

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Rolled over balance and entered notes will appear on the "Fees" page as the Starting Balance for thenext academic year.

Rolled over account balances can also be viewed on the "Account Balances" page by generating areport for the next academic year.

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1.6 Course Fees OverviewCreate course fees and have them automatically added to student fee accounts when managing classrosters. Assign fees to courses. Class sections for the course will automatically be assigned the fee.As student's are added/deleted/transferred on class rosters, course fees will be added/removed fromtheir course fee account. Run the "Course Fees" report to view details of course fees applied percourse/student. Note: If using Advanced Scheduling, automatically apply course fees to studentsbased on their course schedules. Goto Main > Tuition/Fees > Auto-generate Course Fees for moredetails.

Here’s an overview of the steps for setting up course fees in SchoolInsight:

• The first step to using course fees is to assign fees to courses at Main > Course Catalog > Create/Edit Course

• Next, create one account and category to track course fees at Main > Tuition/Fees > Accounts >Create Account

• Then, assign the account/category for tracking course fees at Main > Tuition/Fees > Options

• Create class sections linked to courses. If classes already exist, fees will apply automatically.

• Manage class rosters at Main > Classes > Roster

• Generate a Course Fee report to view fees per course for each student at Main > Tuition/Fees >Course Fees

• View current running balance for course fees at Main > Tuition/Fees > Fees

• Course fees calculations will be applied when managing class rosters, as follows:

- Add students to class rosters: A course fee will be applied to students Main > Classes > Roster > Add Existing Students

- Delete student from class rosters: The course fee will be voided for the student Main > Classes > Roster > Delete

- Transfer student between classes: The fee will be transferred to the new section Main > Classes > Roster > Transfer

- Mark a student inactive on a class roster Main > Classes > Roster > Edit- OR -- Mark a student as transferred out of a class Main > Classes > Roster > Edit

Decide how to handle the existing fee: Void Fee: Voids the fee and removes it from the student's course fee account Leave Fee: Keeps the fee, as is, in the student's course fee account Issue Credit: Updates student's course fee to show a payment for the amount entered.

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1.7 Auto-generate Course FeesAutomatically assign course fees to students based on their course schedules. This is used byschools that generate master/student schedules using the Advanced Scheduling module ofSchoolInsight. Assign fees to courses, setup account/category for course fees, then, auto-generatecourse fees for students.

Note: Fees should be auto-generated after auto-scheduling has been completed. You cannot useauto-scheduling once fees exist.Note: The academic year must be marked active to auto-generate fees. Once fees are automaticallygenerated, a year cannot be marked "future".

Setup data prior to auto-generating course fees:

• The first step to using course fees is to assign fees to courses at Main > Course Catalog > Create/Edit Course

• Next, create one account and category to track course fees at Main > Tuition/Fees > Accounts >Create Account

• Then, assign the account/category for tracking course fees at Main > Tuition/Fees > Options

Once setup is complete and master/student schedules are final, automatically generate course feesfor students based on their schedules. Note: Add all course fees to courses prior to auto-generatingcourse fees. Enter course fees when creating/editing courses or use course mass edit.

Note: Please make sure your schedules are finalized prior to auto-generating fees. The academicyear MUST be changed from future to active and cannot be undone once fees are auto generated. Auto-generating fees can only be done once for a chosen academic year.

View the courses, number of students and fees to be created:

Main > Tuition/Fees > Auto-generate Course Fees

Create Course FeesAuto-generate fees for students scheduled in the courses shown. View course fee details per course/student, by generating a course fees report. Note: Once fees are auto generated, they cannot beautomatically generated again. To add more fees, manually create fees. Manually created fees canbe viewed from the fees page. They will not appear on the Course Fees report.

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1.8 Fee Letter TemplatesA number of letter templates are provided for you. Edit them to personalize them for your school'sneeds or create new templates. Use the templates to generate printed letters or to send emails toparents. View, edit, delete letter templates or create new ones.

Main > Tuition/Fees > Letter Templates

View an existing template by clicking the title link under "Description".

Create Letter TemplateCreate a new fee letter template. Note: More details on managing letter templates can be found inthe "Letter Templates" section.

EditModify template description, body, subject and print options. Mark templates inactive to preserve forfuture use.

Note: Be careful when deleting templates. Deleted templates cannot be recovered. You may want tomark them "inactive" instead.

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1.9 FeesManage account fees by student, employee, or date. View current running balance for chosenaccount, add new fees/deposits, edit or delete fees. Note: Parents can view their student fees foreach account using the "Fee" link on the "Parent" page.

Note: If your school/district is using the Online Payment feature different information/processing ismade available. See the "Fees - Online Payment" section of "Fees" for more details.

Main > Tuition/Fees > Fees

Mode: View fees by student, employee or date. Selections change based on the chosen mode.

Student: Search for a student to view their fees.

Employee: Select an employee to view their fees.Show only this School's Employees: Check to select your school's employees, or uncheckto select all district employees.Note: Teachers can view their own purchases and current balance from Instructor Main >Fees.

Date: Select a specific day to view fees.Account Type: Choose to view student and employee accounts separately, or together.

Academic Year: Select an academic year to view fees.

Account: Choose an account to view fee details. Select "All" to view an overall balance for allaccounts.

Category: Select a category to narrow fees viewed. Total fees will be shown for the selected

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category only. Select "All" to view overall running balance. View all charges, all payments or choosea subset. Note: For accounts other than Lunch, a filter to show payments based on their associatedcategory is also provided, if that account option is set.

VoidVoid a fee or payment/deposit. This will remove the fee/payment from the account balance. Note: Use caution when voiding as this cannot be undone.

RefundGenerate a refund for the total payment amount. Note: Use caution when refunding as this cannotbe undone.

ReceiptCreate a printable copy of the selected fee payment.

Hide voided fees: A voided fee history is maintained. Uncheck to view all voids for this account.

Printable PageGenerate a printable version of the "Fees" page.

Details for creating and editing fees and deposits are in the sections that follow.

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1.9.1 Create FeeAdd a new fee for a student or employee on a specific date. Select from defined fee categories.

Main > Tuition/Fees > Fees > Create Fee

Select an academic year and account to create a fee.

Create For:• Student: Search for a single student by initial, name or and/or grade level. (See Student Search in

the Basic Setup Guide for more details.)• Employee: Search for an employee to enter their fee.

Date: Enter the date of the fee.

Amount: Enter the fee amount. Note: The "Amount" is automatically filled in with the "Default Cost"that was entered when creating the "Fee Category".

Notes: Add details for the fee, as needed.

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1.9.2 Create DepositRecord a payment, discount/waiver and/or starting balance for a student/employee.

Main > Tuition/Fees > Fees > Create Deposit

Select an academic year and account for the deposit.

Create For:• Student: Search for a single student by initial, name or and/or grade level. (See Student Search in

the Basic Setup Guide for more details.)• Employee: Search for an employee to enter their fee.

If you associate each payment with a fee - when creating deposits - apply the payment amount to anunpaid fee in order to track the payment and view an ongoing status.

If you just enter a payment amount and save, the payment amount will be added to the account andshown in the running balance on the "Fees" page, however, it will not be used to pay any specific fee.Edit a fee category and apply a dollar amount to make a payment for that fee.

The "Remaining Amount" shown in "Unpaid Fees" shows what amount remains to be spent to payunpaid fees, based on the payment amount entered.

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Note: For the "Tuition" account, past unpaid fees are shown along with billing/due dates. Uncheck"Hide future fees" to see all unpaid tuition fees for the year.

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1.9.3 Create Family DepositRecord account payments, discounts/waivers and/or starting balances for all students in a family. Siblings in different schools within the same school district are all included.

Main > Lunch > Fees > Create Family Deposit

Accounts with low/negative balances are automatically populated with a suggested payment amount. Modify payment dollars to match the payments/deposits to be applied to the accounts.

Change payment values for each individual student/account, or enter a "Total Payment" value.

If a "total payment" value is manually entered, the dollars will be algorithmically distributed amongstudents/accounts to match the amount entered. A new "Total From Above" field will appear. Individual payments can still be entered, however the total payment value will not be automaticallyupdated for you. Manually update the "total payment" to match the "total from above" prior to creatingthe payment/deposit.

Once payments values are completed, enter the payment details; date, category, type, notes, prior tocreating the payments/deposits.

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Note: Family deposits created for siblings in other schools will be shown as transferred funds on their"Fees" page. For the student where the deposit was created it will be shown as a payment and then atransfer.

1.9.4 Create Many Fees/DepositsApply the same fees or deposits to many students or employees. This can be useful when a fee isapplicable for many students, such as tuition, or extra-curricular groups. Quickly enter fees andpayments for all selected students or employees.

Main > Tuition/Fees > Fees > Create Many Fees/Deposits

Create many account fees or deposits for a chosen academic year.

Narrow students by grade level, homeroom, and/or group. Note: Students must be assigned togroups at Main > Groups to sort by "Group".

Narrow employees by school or district.

For deposits, "Fee Type" is provided with a default of "Payment", instead of "Fee Category". A"Payment Type" is also provided.

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Note: If your school is using the "associate payments with fees" option, apply multiple deposits andthen edit each person to apply the amount to the specific fee.

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1.9.5 Transfer FundsTransfer funds from one account to another for a chosen student. For students in the same district,transfer funds between sibling accounts. Note: Fees can be transferred between accounts that areset to allow transfers. Set transfer options at Main > Tuition/Fees > Accounts > Create/edit.

Main > Tuition/Fees > Fees > Transfer Funds

Date: Select a date for the funds transfer.

From Account: Select the account from which to transfer money.

Mode: Select to either transfer money to a different account for the same student, or to a sibling of thestudent. Note: Available transfer options differ based on the mode selection.

To Sibling: Select a sibling from the dropdown list.

To Account: Select the sibling's account to receive the transferred funds.

Apply to Unpaid Fees: Apply the transferred amount to an existing unpaid fee.

Amount to Transfer: Enter the dollar amount to transfer into the chosen account.

Balance After Transfer: Listed first; Remaining balance in the student's account from which fundswere transferred. Listed second; Resulting balance in the student's account to which funds weretransferred.

Note: Add notes to document transfers, as needed.

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Once saved the transfer details are shown for the corresponding student(s):

For the student/account from which money was transferred; their account shows the transferredamount with the category "Transfer Out", along with the person/account to which the transfer wasmade.

For the student/account to which money was transferred; their account shows the transferred amountwith the category "Transfer In", along with the person/account from which the transfer was received.

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1.9.6 Edit FeeEdit fees to update notes and/or modify fee payments when payments are associated with fees. Note: If your school/district is using "Online Payment" "Edit Fee" works differently. See the "OnlinePayment Failures" section for more details.

Main > Tuition/Fees > Fees > Edit

For "Fee Category" of "Payment:

Amount Applied: Enter the dollar amount to be applied to the corresponding fee.

If your school is using the option to "Associate each payment with a fee", edit fee payments to applypayment amounts to chosen fees. Move payments between fees as needed. Applied amounts andpayment status will appear on the "Fees" page. Note: This is only possible if the account option toassociate payments with fees is set at Tuition/Fees > Accounts > Create/Edit Account.

Pay FullApply the dollar amount to pay the full fee amount. The amount available must be equal to or greaterthan the fee's "Unpaid" amount.

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For all other fee categories: Only the "Notes" field can be modified.

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1.9.7 Void/Refund PaymentVoid a fee or payment/deposit. This will remove the fee/payment from the account balance. Note: Use caution when voiding as this cannot be undone.

Main > Tuition/Fees > Fees > Void

Refund the full amount for a chosen payment/deposit. Note: Use caution when refunding as thiscannot be undone.

Main > Tuition/Fees > Fees > Refund

Note: For information on refunding/voiding online payments see the "Refund/Void Online Payment"section.

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1.9.8 Fees - Online PaymentWhen online payment is enabled, additional information and fee processing steps will be available.

Credit card and/or Echeck payments will be noted on the "Fees" page, along with convenience fees,when used.

Edit, void and refund work somewhat differently, as outlined below.

Main > Tuition/Fees > Fees

All online payments are listed on the "Fees" page as an "Online Payment" along with the paymentcategory.

While a transaction is in the process of being settled, schools have the ability to "Void" the payment. Once a transaction has "settled", fees can only be refunded. See "Refund/Void Online Payment" formore details.

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If a transaction was processed but for some reason the confirmation did not reach SchoolInsight, it willappear as "Pending" on the "Fees" page. This is considered to be an "Online Payment Failure" sincethe entire processing loop was not completed. This should be a fairly rare event.

Pending transactions must be manually updated to accurately reflect fee payments details withinSchoolInsight. The "edit" link is made available for pending transactions.

For more details on processing pending payments see the "Online Payment Failures" section.

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1.9.9 Refund/Void Online PaymentRefund or void a payment/deposit for an online payment.

Note: For online payments you will either have the option to refund or void the payment, not both.This is based on where the transaction is during processing. Voids are only available while thetransaction settlement is being processed by Authorize.Net. Once processing has been "settled", onlyrefunds can be issued. Transactions typically "settle" by the end of day.

Note: Only online payments made with credit cards can be voided/refunded.

Main > Tuition/Fees > Fees > Refund

Refund the full amount for a chosen payment/deposit. If multiple accounts were paid, the refund willbe applied to all affected accounts. Note: Use caution as this cannot be undone.

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Void a payment/deposit for an online payment.

Main > Tuition/Fees > Fees > Void

Void the full amount for a chosen payment/deposit. If multiple accounts were paid, the void will beapplied to all affected accounts. Note: Use caution as this cannot be undone.

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1.10 Student TuitionView/manage tuition/payment details for students. Assign students to payment plans, applydiscounts, financial aid and/or scholarships.Note: The "Tuition Management" option must be enabled to use this feature.

Main > Tuition/Fees > Student Tuition

View/assign student tuition details for a chosen academic year. Narrow by grade level and/or tuitionschedule, as needed.Note: Students can only be assigned to one payment plan per academic year. Students can only beassigned to payment plans for tuition schedules that correspond to their grade level.

Once assigned, student fees are automatically added to their accounts, including any discounts, etc.,and can be viewed/managed on their "Fees" page. Tuition is added to student fees. Discounts areadded to student deposits.

Main > Tuition/Fees > Fees:

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Mass EditAssign/modify payment plan, discount, financial aid and/or scholarship details for multiple students.

To remove existing assignments, "Clear" the desired values, and save.

EditModify tuition details for a chosen student. Note: Only one discount type can be applied per student.A discount, financial aid and scholarship can all be assigned to a single student.

Use the to add more students, as needed.

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1.11 Fee DetailsGenerate a detailed report of all fees and payments for a chosen account based on chosen options.

Main > Tuition/Fees > Fee Details

Generate a report for a chosen academic year.

Schools: Generate a report for a single or multiple schools. Note: Available timeframes and who toshow change based on the "Schools" choice.

Account: Select an account for the generated report.

Timeframe: Select a timeframe for the generated report.

Who to Show: Select student(s) and/or employees to include on the report.- Student: Search for a single student by initial, name or and/or grade level. (See Student Search in

the Basic Setup Guide for more details.)- Employee: Choose from all district employees or narrow to just your school's employees.

Category: Narrow report by category or include all. View all charges, all payments or choose asubset. Include who entered fees and subtotal when viewing all fees in one table. Note: For"Category" of "All Payments" an additional filter is provided to show which category a payment wasapplied to, if that account option is used. Note: This option is available for the single school optiononly.

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For accounts, other than Lunch, you have the option to show associated categories for payments. The generated report will include the account category each payment has been applied to, if that account option is used.. Note: This must be used with the "Show all fees in one table" option.

Below is a single school report showing all of the fees and payments for the general account bystudent.

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Below is a more detailed single school report showing all fees and payments, associated categories,and who entered fees/payments:

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1.12 Account BalancesView overall account balances for chosen options. Quickly find students with zero/negative balances.Generate letter or email reminders to send to parents.

Main > Tuition/Fees > Account Balances


Schools: Generate a report for a single or multiple schools. Note: The "Who to Show" and "WhereShown" choices change based on your "Schools" choice.

Account: Select an account for the generated report.

Who to Show: Select student(s) and/or employees to include on the report.- Student: Search for a single student by initial, name or and/or grade level. (See Student Search in


Where Shown: View a normal page to review chosen balances.

• Mailing Labels: Create mailing labels for students matching the generated report criteria.• Printable Letters: Automatically generate letter from chosen templates to send home. Choose to

include your school header. Choose to print letters only for those students that don't have emailaddresses.

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• Email: Automatically generate emails to student contacts and/or students. Preview Only first toreview email to be sent.

Note: Create new or edit existing letter templates. See details in the "Fee Letter Templates" section.

Sort By: Select a sort order for the generated report.

Options: Narrow selection by including balance thresholds, if needed. This is useful to find studentswith low or negative balances.Uncheck "Hide inactive students/employees" to view past data.Note: Free, Paid, Reduced Students only apply to the "Lunch" account. Balances shown for free/paid/reduced students will be for their classification as of the date chosen for "Balance as of" or if nodate is entered, default is "today".

Below is an example of single school report showing students with negative balances:

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1.13 Account StatementGenerate student/employee account statements for one or many accounts. Generate printablestatements to share with employees/students/parents.

Main > Tuition/Fees > Account Statement


Schools: Generate a report for a single or multiple schools. Note: The "Who to Show", "Timeframe"and "Where Shown" choices change based on your "Schools" choice.

Title: Enter a title for the generated report.

Account: Select one, several or all accounts to include on the statement. To select more than oneconsecutive account hold the left mouse button down and scroll. Use CTRL, left click for non-consecutive accounts.

Who to Show: Select students/employees to generate their current account balance(s) for thechosen academic year.- Student: Search for a single student by initial, name or and/or grade level. (See Student Search in


Timeframe: Select the timeframe for the generated account statement.

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Where Shown?: Select the type of output to generate. Available details are shown once a selectionis made.

Sort By: Select a sort order for the generated report.

Options: Narrow selection by including balance thresholds, if needed. This is useful to find students/employees with low or negative balances.Uncheck "Hide inactive students/employees" to view past data.

Note: Free, Paid, Reduced Students only apply to the "Lunch" account.

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Below is an example of a single school report for a student's account statement for multiple accountsfor the year:

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1.14 Tuition StatementGenerate a report of student tuition details for a chosen academic year. Details are based on thepayment plan assigned to students and include discounts, financial aid, and/or scholarship values.

Main > Tuition/Fees > Tuition Statement

Who to Show: Select students to generate their tuition statement for the chosen academic year.Generate report by single student, grade level(s), homeroom, group or include all students.

Sort By: Choose sort order for generated report.

Options: • Show students separately or grouped together.• Show details: Include discounts, financial aid and/or scholarship values in the generated

statement. Note: Discounts are automatically applied, and evenly distributed across the number ofpayments due. Note: Financial aid and scholarships will not be shown on the tuition statement until they areapplied to an unpaid fee. This is done at Main > Tuition/Fees > Fees > [Account: Tuition], clickthe edit link to the right of "Scholarship" or "Financial Aid", then select "Pay" next to the unpaidfee where it should be applied.

• Generate printable reports

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Below is an example of a report for a single student, showing details:

Note: Scholarships and Financial Aid dollars are applied as deposits and are included in the deposittotal, once applied.

Below is an example of a report for multiple students with no options selected:

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Parents can view past and future tuition fees from the parent portal. Past fees are shown on their"Fees" page along with current balance.

Parents can view tuition fees with future due dates by clicking the "See Future Fees" button:

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1.15 Daily DepositGenerate a report of payment transactions for a chosen timeframe. View summary or daily totals byaccount or payment type, e.g. check, cash, etc. This is useful when preparing your daily deposits.

Main > Tuition/Fees > Daily Deposit


Schools: Generate a report for a single or multiple schools. Note: The "Timeframe" and "Who toShow" choices change based on your "Schools" choice.

Narrow report by one or more accounts, or select all.

Select timeframe, student and/or employee selections for the generated report.

Run summary or daily totals by account or payment type.

Hide zero totals to prevent account or payment subtotals of zero from being shown on the report.

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Choose to include a breakdown of persons that entered the deposits. Note: This capability is onlyavailable for summary totals.

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Below is an example of a single school daily deposit report for the entire year, sorted by account type,for all accounts, showing "entered by" breakdown:

If your school allows for cash payments at POS for "Lunch", those payments will be shown separatelyfrom other cash payments.

The report will include amounts for all allowed payment types.

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1.16 Find Unpaid FeesFind any fees that haven't been paid for a chosen account. Narrow report for chosen person(s) andtimeframes.

Main > Tuition/Fees > Find Unpaid Fees

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Below is an example of a report showing students with unpaid fees for the "General" account.

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1.17 Course FeesView student course fee details per course. Auto-generated fees are displayed along with feesapplied when adding students to class rosters. Note: To view all fees for an account use the Feespage. To view the entire account balance and generate email/letters for outstanding fees using the Account Balances report.

Main > Tuition/Fees > Course Fees

Academic Year: Select an academic year to view course fees.

What to show: Select a course, grade level or subject to view their course fees.

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Below is an example of a report showing all auto-generated course fees for a subject area:

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1.18 Online Payment FailuresIf a transaction was processed but for some reason the confirmation did not reach SchoolInsight, it willappear as an "Unsettled transaction" on this page and as "Pending" on the "Fees" page. This shouldbe a fairly rare event. Admins with "Modify" permissions for Tuition/Fees are automatically notified byemail when such a failure occurs.

If for any reason a credit card payment was declined, it will appear as a "Declined transaction" on thispage only.

Schools will need to edit unsettled transactions and manually enter the transaction id to have theirrecords properly updated. Note: Unsettled/pending transactions are not included in any accounttotals on Fees pages, fee reports or Parent Main.

Generate a report to view all online payment failures.

Main > Tuition/Fees > Online Payment Failures

View online payment failures for a chosen academic year.

Show: View unsettled or declined transactions, or view both.

Edit: Edit the transaction to set "Transaction is Settled" to "Yes" and enter the Transaction ID.

Note: The transaction id will be in the transaction email sent to the school's Authorize.Net emailaccount.

Note: Pending transactions can be edited from either this Communication Failures report or at "Fees> Edit".

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SchoolInsight Admin Guide - TeacherEase1.2.2 Categories View/edit existing account fee categories for a chosen account. Note: Categories are not tied to an academic year. Main > Tuition/Fees

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