Assess Student Charges

The Charges feature allows site users to document charges related to damaged items or charges required before an item is issued. The “Charge Assessment” window records charge details and payment history for a student.

1. Navigation:
2. Site View
3. Student Charges

Assess a Charge to a Student

Use this process to assess a charge tied to a tag, such as a missing accessory, damaged part, or late fee for an item issued to a student.

A charge can also be assessed without a tag for pre-issue requirements, such as insurance, a deposit, or a permission form.

1. Click Students, located in the top navigation bar.
2. Filter for the respective student.
3. Click Assess Charge in the student’s row under the “Actions” column. The record expands and displays the “Charges” tab.
4. Click Add Record. The “Assess a Charge” window opens.

5. Select a charge type from the Charge Type drop-down menu.
   • If the selected charge type does not require a tag, skip to step 8.
6. Click Select under the “Actions” column to associate an “In Use” item with the charge.
   • If the item is no longer in the “In Use” status for this student, select Show History in the “Product and Tag” section to display items previously issued to the student.
7. If allowed for the selected charge type, update the amount in the Charge Amount field.
8. (Optional) Enter details in the Charge Notes field.
9. Click Save. The charge is added to the “Charge History” grid at the bottom of the window.
10. Click Close to close the “Assess a Charge” window.

Void a Charge for a Student

A charge can be voided only if no payments are associated with it. If payments exist, each payment must be voided before the charge can be voided.

1. Click Students, located in the top navigation bar.
2. Filter for the respective student.
3. Click Assess Charge in the student’s row under the “Actions” column. The record expands and displays the “Charges” tab.
4. Click Edit Assessed Charge in the row of the charge you want to void. The “Edit a Charge” window opens.

5. Select Void.
6. Click Update. The “Void Charge Confirmation” window opens and displays the message: “You are about to void this charge. This action cannot be undone.”
7. Click OK.
8. Click Close to close the “Edit a Charge” window.
9. To view voided charges, select Show Voids above the “Charges” grid for the student.