Setting Up Your Fees
What you charge, what it costs, and which children it applies to.
1. List what you charge for
Go to Finance → Set up → Fee definitions and use "Add a definition". Give each thing you charge for a "Code" — short, like TUITION or BUS — and a "Name", "Category", "Recurs" and "Description", then press "Add to catalogue". The code is permanent: it cannot be edited once saved, because every bill ever raised refers back to it. None of this carries an amount — that comes next, which is why the same TUITION component can cost one thing in JSS1 and another in SS3.
2. Put prices against them
Go to Finance → Set up → Fee setup and choose "New structure". Name it something you will recognise next term, choose the "Academic year", and either a "Term" or "Whole session". Then say who it applies to with "Class", "Campus", "Boarding category" and "Candidate type" — each one left on its "All classes"-style option applies to everybody, so only narrow the ones you mean to.
3. Tick the fees and set the amounts
Lower down is a row per fee. Tick the box in the "Include" column for each fee this structure charges and type its "Amount (₦)". The box under "Compulsory" means a family cannot decline that fee; the one under "Provided free" is for something the school supplies at no charge, which is not the same as pricing it at zero by mistake. Set "Effective from" and "Payment due", tick "Allow paying in installments" if families may spread it, and press "Save draft".
4. Publish it — a draft bills nobody
A saved structure is still a draft, and a draft charges no one. Open it, make any last changes under "Edit draft", then press "Publish structure". Publishing freezes that version: the prices can no longer be edited, so every bill raised from it keeps showing exactly what the school agreed. If fees change later, publish a new structure rather than trying to change a published one, and use "Archive structure" to stop an old one being used for new billing — bills already raised from it are untouched.
A draft you no longer want
There is no way to remove a draft today: "Archive" only appears once a structure is published. An unpublished draft charges nobody and appears nowhere a parent can see, so leaving it in the list does no harm — give the one you actually use a name that makes it obvious which is which.
5. Price your admission stages
What an applicant pays before they are a student is set separately, at Finance → Set up → Admission Charges. Choose the "Admission cycle", then for each "Stage" set the "Requirement", the "Amount (₦)" and whether it "Blocks progress" — that is what stops an application moving on until the charge is settled. For a stage you do not charge for, choose "Free — no invoice at all" — which is not the same as charging ₦0: a free stage raises no bill at all, while a ₦0 mandatory stage raises one and still holds the application up until it is settled. Then press "Save charge". Saving a stage replaces whatever it was set to before.
Who can do this
Fee setup is the Bursar's and the School Administrator's work. A teacher or class teacher cannot see these pages at all, and a staff member with only the ability to record payments will be told they do not have access rather than shown an empty catalogue.