[PCF] Fee Items Management

Fee Items Management Guide

1. Add a New Fee Item

Step 1: Navigate to Fee Configuration

Step 2: On the Fee Item page, click the + Create button and select Fee Item

• Finance Admin and Centre Admin can create Fee Items

• Fee Items will be listed as Active under “HQ Items” (for Finance Admin) or “Centre Items” (for Centre Admin)
  

Finance Admins:

• Can assign Fee Items to one or multiple centres, or save without assignment

• Can override the default GST rate for the current period during setup

Centre Admins:

• Must assign Fee Items to one or multiple centres before saving (limited to centres with CA permissions)

2. Assign a Fee Item to Centres

• As Finance HQ, you can select a fee item from the listing by clicking the 3-dot button and choosing "Assign to Centres" (bulk action is not available).

• Or, you can also go to the Fee Item Details page and click on the Fee Item Action button, then select Assign To Centres

• Set the effective date to assign fee item to centre(s)

3. Unassign a Fee Item

Step 1: Go to the Fee Item Details page
Step 2: Open the Assigned Centres tab
Step 3: Use the 3-dot menu (single selection) or the Bulk Action button (multiple) → select Unassign From Centres

• Can unassign from pending or active centres

• Unassigning does not impact previously generated billing documents

• Fee Item will be removed from the list available when adding programmes to a child at the centre
  
  

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4. Edit a Fee Item

Step 1: Select the Fee Item from the listing
Step 2: Go to the Fee Item Details page → click Edit Info

• All fields can be edited except for the Conditional Group

• You must set a new Effective Date

• Changes will be recorded in Pending Activity and Activity Log

• Document dates must align with the new effective date

• Pending Activity cannot be canceled if any billing document has been issued using the updated values

5. Archive a Fee Item (Finance HQ)

• As Finance HQ, you can see and edit all 3 tabs (HQ Item, Centre Item, and Archived) displayed under Fee Item
• You can archive 1 fee item from the listing by clicking on the 3-dot button or the Bulk Action button (for multiple selections) then choose Archive

• Or, you can also go to the Fee Item Details page and click on Fee Item Action button, then select Archive
• Once completed, the Fee Item will be automatically removed from the student billing plan. The action will also be recorded in the Activity Log
• Archiving Fee Items will not impact previously generated documents and will remove the Fee Item from the list available for adding programs to a child in the centre

5. Archive Fee Item (by Centre)

• Both HQ Admins and Centre Admins will always see 3 tabs on this screen. HQ Admins can view the "Centre Item" tab, see and edit all items created by the Centre Admins. Meanwhile, Centre Admins only have view-access to the "HQ Item" tab 
• Under the Centre Items tab, Centre Admins can only see the Archive button for Fee Item details associated with their respective centres
• Centre Admin can also do this from the Fee Item Details page

6. Unarchive a Fee Item

Option 1: From the Archived tab, select the item → click Bulk Action → select Unarchive

Option 2: From the Fee Item Details page → click Fee Item Action → select Unarchive

• The Fee Item will return to the Active list

• It will again be available for selection when assigning programmes to a child