Adding a Smart Fee Library

Smart Fees allow a user to pre-create a fee library for use within their system. These fees can then be allocated to items such as courses to represent amounts to be paid and tracked - representing anything from tuition fees to course fees. You can then take things a step further, creating rules to dictate how the fee should be applied, whether it should be discounted – and even when it should appear on an invoice.


Adding a Smart Fee

To add a Smart Fee, follow these steps:

  1. Go to Administration →  Finance →  Smart Fee Library:
  2. Click + New:
  3. This will display the New Smart Fee page, with separate sections to enter the information for your new Smart Fee item. You will need to complete all Required Fields (*) within the New Smart Fees window.
  4. The first section is the Details heading:

    In this area, you will need to enter:
    • Name: Enter a name to easily identify this new Smart Fee item. This will be displayed in other parts of the system when selecting a Smart Fee. (required)
    • Type: You can optionally configure a Smart Fee Type to be used for reporting needs, identifying the Smart Fee item as a Tuition or Resource fee.
    • Category: Can be used to group this Smart Fee item with others that share the Category selected.
    • Description: Optionally a description can be entered to explain the use of this Smart Fee item.
    • Status: Assign a Smart Fee Status to identify if the Smart Fee is ready for use, or still pending data entry needs.
    • Start Date / End Date: These date fields are used to identify the Admin Period of the Smart Fee, reflecting when data entry/management of this Smart Fee item can take place.
  5. The next section is the Settings heading:
    In this area, you will need to enter: 
    • Agent Commission: If ticked, any Agent Commission calculations will be taken into account when using this Smart Fee item.
    • Discount (Code): This checkbox will allow discounts to be applied to this Smart Fee item.
    • Enabled: This checkbox can be utilised to archive this Smart Fee item if it is no longer to be used.
    • Scholarships: Ticking this option will indicate it is eligible to utilise Scholarship details.
  6. The final data entry section is the Amount heading:

    In this area, you will need to enter:
    • Ledger: Nominate a relevant Income Ledger code for the item, often corresponding to an account that is in use. (required)
    • Amount: Enter an amount that best represents this fee item. (required)
    • Total: Lists the total amount calculated as part of this Smart Fee item.
    • Allow Amount Adjustment: When disabled, the Amount cannot be manually updated elsewhere within the system.
    • Subledger: Can optionally be used for additional account sorting alongside the top level Ledger element.
    • Tax: Indicate if the item is GST exempt or has GST applied.
    • Multiplier: The fee will be dynamically calculated using the base rate multiplied by the hours of each individual enrolled unit.
    • Modifier Rules: Modifiers allow the amount invoiced for this smart fee to be automatically adjusted according to the chosen pre-configured rates for fee concessions or fee waivers.

Other headings within this page are dedicated to specific configuration options, detailed below.

Links will be used to determine whether the Smart Fee is displayed during the creation of a New Enrolment. A Smart Fee must have at least one Link Type to be a candidate during the creation of a New Enrolment.

To add a Link Type, press the [+ Link Type] button.

From the expanded menu, select the Link Option you wish to use.

Link Options include:

  • Academic Period
  • Brand
  • Course
  • Customer Field
  • Enrolment Attribute
  • Funding Source (National)
  • Location
  • Program
  • Subject Scope

Upon selecting a Link Option, a new field will be added where you can type and select the particular data element you wish to use:

These Links will be saved when the Smart Fee details are saved.

Override Rules

Override Rules allow you to specify a different base fee when this Smart Fee is applied to an enrolment.

To add an Override Rule, press the [+ Override Rule] button, and then select a Link Option.

You will then need to configure the following details for your Override Rule:

  • Amount
  • Multiplier
  • Tax
Note: The order to the Override Rules is important, the first one that matches for the enrolment will be applied. If no Override Rule matches then the Smart Fee will use the fee from the Amount section above.


Trigger allows you to control how and when you want to generate the invoice.

  • Method: Identify if it is to be Scheduled or Immediate.
  • Type: Defaulted to Invoice.
  • Target: Select from Student, Company, Agent or Prospect.
  • Adjustment: Enter an adjustment period (in days).
  • Event: Select the data event that will drive this trigger. This can includes items such as All Units Completed, Course Start Date, etc.
  • Frequency: Nominate a frequency for the trigger.
Note: It is important to review your Trigger configuration to ensure that no contradicting details have been entered. If a Trigger does not behave as expected, review the settings that have been configured.

Click Save

You have now added a Smart Fee

Ash is the author of this solution article.

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