How to Set Up Auto Adjustment Fees or Discounts

Step 1: Open the Setup Area

Click the Setup icon on the left-hand side menu to open the setup area.

Once in the Setup area, go to the Adjustments tab.

Step 2: Understand When to Use Adjustments

In the Adjustments section, you can create any recurring discounts or additional fees that will be applied to a student’s tuition. These adjustments:

• Can be set as either a fixed amount or a percentage of the total billing or the individual sponosor's invoice amount each period.

• Can be assigned to any sponsor in the family.

• Are automatically applied to the sponsor’s monthly invoice as a line item to increase (fee) or decrease (discount) the invoice total.

Examples include meal service fees or an employee discount.

For one-off line item adjustments, use the Catalog section in Setup instead, as adjustments are primarily intended for auto-billing and recurring invoice line items.

Any adjustments that have already been added will display in the list.

Step 3: Add a New Adjustment

To create a new adjustment, click the plus (+) icon in the top left of the Adjustments section.

A dialog box will open where you can enter the adjustment details.

Step 4: Name the Adjustment and Choose Fee or Discount

Enter a clear name for the adjustment (for example, Employee Discount).

Specify whether the adjustment is a Fee or a Discount:

• Fee – adds the additional amount to the child’s billing each period.

• Discount – removes the additional amount from the child’s billing each period.

Select either the Fee or Discount option.

Step 5: Set the Amount or Percentage

Choose whether the adjustment will be a percentage or a fixed dollar amount:

• For a fixed amount (e.g., $100), select the dollar sign option.

• For a percentage (e.g., 26% off), select the percentage icon.

The entry field will change based on your selection. Enter the appropriate dollar amount or percentage for the fee or discount.

The Meal Service toggle is only used when creating a meal service adjustment.

For more information on meal service fees, refer to the video on how to add a supplementary fee for meal service.

Step 6: Save the New Adjustment

To save the adjustment, click the Create button in the bottom right of the dialog box.

You will now see the new adjustment listed in the Adjustments section.

Once created, this adjustment can be selected under any family’s ledger as an Auto Adjustment, allowing the fee or discount to be applied automatically when billing is generated.

Step 7: Open the Family Ledger to Apply the Adjustment

To add an automatic discount or fee for a specific family, click the Families icon on the left-hand side.

Find and click on the family to which you want to apply the adjustment.

Click the Ledger tab at the top of the family’s record.Scroll down to the Auto Adjustment section.

Under Discount and Fees, click the green plus (+) sign.

Step 8: Select and Configure the Discount or Fee

Open the Discount drop-down menu.

From the list of available discounts and fees, select the adjustment you just created. The associated details (percentage or amount) will automatically display.

If necessary, update the percentage or amount for this specific family.

Next, select the sponsor (the person or organization whose billing will receive the discount or fee).

Click the Save button in the top right to confirm.

The selected discount or fee will now be automatically applied to the family’s ledger each time they are invoiced.