Charge Items are anything that you plan to charge money for. Think tuition, deposit, book fees, t-shirts, late fee, etc. Often, these are line items added to enrollment, but they can also be used internally to build an Invoice (or series of charges on a particular date/time). You are not adding in pricing here, just creating labels with the correct settings.
A Discount Item is a designated credit, such as "sibling discount," "military discount," etc. See below for how to add these in Enrollsy.
Create a Charge Item
To create a Charge item, follow these steps:
Head over to the My Company > Items tab.
Click the blue plus in the top right next to the Charge Items.
Name it and click the boxes next to the Item types that apply, then click "Save."
Charge Item Options
We'll go over each of the Charge Item options you have available when creating a Charge Item. Here are the settings to configure:
Type
Standard Fees - Charged from the Enroll Form
Card Processing Fees/Taxes - Automatically charged to every electronic payment. Think sales tax, processing fee, etc. (e.g., "Convenience Fee" of 2% on credit card payments or "Sales Tax" of 6.85% on every payment). NOTE: These will not be charged when purchasing a Gift Card.
Required
Required at enrollment or in a payment plan - Must be paid for at enrollment, meaning Account Holders don't decide if they want to add this fee on or not.
Optional at enrollment or in a payment - Not required at enrollment.
Quantity
"Quantity can be specified" allows you to set a specific price per unit. At check out, Enrollees can select the desired quantity of the item. The total due is calculated for them.
Payment Plans
Enabled for Payment Plans - Can be included in Payment Plans (Payment Plans allow Enrollees to pay for their total amount due over time).
Due at enrollment - Is due at enrollment.
How Often?
Charge every enrollment - At enrollment, these Charge Items are charged for every enrollment that has that Charge Item.
Charge once per Enrollee - At enrollment, these Charge Items are only charged to the (Enrollee) once, regardless of how many enrollments are made within the same Enrollment Period.]
Charge once per Account - At enrollment, these Charge Items are only charged to the Primary Account Holder once, regardless of how many enrollments are made within the same Enrollment Period.
Notes on "Due at Enrollment"/"Enabled for Payment Plan" Options
When changing from 'Charge once per Account' to 'Charge per Enrollment,' it is essential to test the enrollment process thoroughly. Verify the fee calculations during enrollment and ensure that all relevant charges are applied as expected across Pay-in-Full and payment plans. This safeguards against unintentional billing discrepancies that may arise from such a change.
If the Charge Item is not for Payment Plans or due at enrollment, or you just don't know which one to choose, leave it on "Enabled for Payment Plans."
WARNING: Before making any changes to existing charge items, consider their impact on other programs or camps using the same Charge Item. Always review, test, and confirm the changes to prevent unintended billing issues.
Prepayment
This should be used when you need to collect a prepayment before enrollment. You then choose an associated Charge Item that this prepayment will eventually be credited toward at a later time using the associated Charge Item.
NOTE: A lot is going on with these settings, and in some cases, you might be unsure how to set up your new fee. If this is the case, contact Enrollsy support, and we can point you in the right direction.
How to Update Charge Item Settings (from Per Account to Per Enrollment)
Switching a charge item's rule involves careful testing and review. To modify these settings:
Navigate to My Company > Items.
Locate and select the charge item you need to modify (e.g., Program Fee Deposit).
Update the 'charging rule' setting, changing it from 'charge once per account' to 'charge per enrollment.'
Save the changes.
Perform test enrollments to confirm the updated changes function correctly, ensuring that all related fees appear accurately on both payment plans and Pay‑in‑Full options. By taking these steps, you ensure that enrollment-level charges are applied correctly while avoiding unintended consequences for other billing setups.
Create a Discount Item
Follow the steps below to create a new Discount Item that is basically a label that you'll pull from when configuring Coupon Codes or Automatic Discounts.
Click on My Company.
Click on the Items tab and the blue plus in the top right next to the Discount Items.
Name the Discount and click "SAVE" (the name can be two lines). You’ll add specific Discount information when you finalize amounts due under the Programs tab.
