Setting Up Supplemental Fees, Meals Services and Discounts

Step 1: Open the Organization Setup and Select a Center

1. From the left-hand side menu, open your Organization Setup module.

2. Under Center, select the specific center where you want to configure fees or discounts.

   

Step 2: Navigate to Additional Fees and Discounts

1. In the selected center’s configuration, go to the Rates section.

2. Click Additional Fees and Discounts to open the configuration screen.

   

Step 3: Add, View, Edit, or Delete Fees and Discounts

1. To add a new fee or discount, click the plus (+) icon.

   

2. To delete an existing fee or discount, first select it.

3. Then click the triple-dot (…) menu and choose Delete.

   

4. To expand and view the details of a fee or discount, click to expand the item and make any necessary edits.

5. Use the “last updated” icon on the right-hand side to see when the fee or discount was last modified.

   

Step 4: Update Existing Fees or Discounts Across All Ledgers

When editing a fee or discount that is already connected to children’s financial ledgers and auto-billing:

1. Change the amount as needed (for example, from $100 to $50).

   

2. The system will then prompt you to override all active auto-adjustments of this type to $50. Click 'Update' to confirm, and then enter your effective date. All active adjustments will automatically update on that selected day.

   

3. Click Save to apply these bulk changes and update all applicable ledgers automatically.

Step 5: Add a New Fee Example – Meal Service

Now let’s walk through adding a new fee example.

1. Start by choosing to add a new fee or discount.

2. Click the plus (+) icon to open the new item form.

3. Name the fee, for example: “Meal Service.”

4. Select whether you are adding a discount or a fee. We'll select the fee option. This represents a regular, supplemental charge added to a child's billing each month—separate from the main tuition tied to their registration. This ongoing fee can be set as either a fixed amount or a percentage.

5. Next, you’ll need to decide whether this fee or discount calculates based on the family's overall Billing or the individual sponsor's Invoice. You can hover over both options on your screen to see a quick explanation of each.

   Choosing Billing calculates the amount based on the gross total for the entire household, including all third-party contributions. Choosing Invoice calculates the percentage or fixed amount based only on the total assigned to that specific sponsor.

   For example, let's say a child's gross monthly tuition is $1,000, split evenly with $500 billed to Mom and $500 billed to Dad. If you add a 10% recurring fee to Dad’s profile:

   • Selecting Billing applies the 10% to the full $1,000 gross total, adding a $100 fee to Dad’s invoice.

   • Selecting Invoice applies the 10% only to Dad's $500 share, adding a $50 supplemental fee instead.

Step 6: Configure Frequency and Meal Service Tracking Options

Within the same fee setup screen, configure the additional options:

1. Frequency icon – used only for reporting; it has no impact on calculations.

It is purely informational for reporting purposes.

2. Meal service toggle – turn this on only if the fee is specifically related to meal service.

If this fee is for a food program, be sure to turn on the 'Meal Service' toggle. This tags the child as an active participant and automatically adds them to the Meals Dashboard. This is a huge lifesaver for your kitchen staff—it gives them a real-time roster so they can accurately plan grocery shopping, handle daily meal prep, and know exactly which children should be served.

3. Service outside the program – Turn this on if you are offering the service outside of your licensed child care program. When toggled on, this service will not appear on the the Supplemental Fees Report.

Step 7: Add a Discount Example – Staff Discount

Now configure an automatic discount, such as a staff discount.

1. Locate or create a new discount entry. For this example, add a Staff Discount.

   

The fields are essentially identical to those used for fees, with one key difference:

• Instead of being added to the invoice, a discount subtracts from the amount due.

You can configure it in multiple ways:

• A fixed amount discount, for example, staff parents receive $100 off their billing.

• A percentage of the specific invoices made to them, such as a 25% discount on invoices billed directly to that staff parent.

Step 8: Review Configured Items and Apply via Children’s Ledgers

1. Once all your fees and discounts have been added and configured, they will appear in the Additional Fees and Discounts list.

   

2. Remember that to actually have these applied automatically each month, you must:

   • Go into each child’s ledger

   • Set up their automatic billing and attach the relevant fees and discounts.

For detailed instructions on configuring a family’s ledger and auto-billing, refer to the separate resource on setting up supplimental fees and discounts in a family’s ledger. This is a one-time setup per child; after that, billing will continue automatically unless an expiry occurs or specific changes are required.