Overview
The Ensembles module covers all groups and classes (except, perhaps very small groups). If you charge students for enrolment in any of your Ensembles, you will need to manage the associated Fees.
The Fees file hosts ensemble fee records.
Ensemble Fees
Go to Home > Setup Files > Fees
Select the Ensemble Fees tab at the top of the screen
Add an Ensemble Fee Record
Select the green + icon
A new row will appear with most fields blank.
Fee Category: This will be pre-filled as "Ensembles/Classes and cannot be changed
Fee Description: A text name that will appear in drop-down menus when you are selecting the fee to apply to an enrolment
Session Fee: The cost to be charged to the student per session
To allow yourself flexibility with reducing fees pro rata or crediting cancelled rehearsals, set this to the cost per week, and enter the number of weeks in the next field.
Alternatively, set this to the full term's fee and enter "1" in the next field, but you will not be able to use Music Monitor to calculate any partial charges or credits.
No. Sessions: How many of the Session Fee to charge each student when billing.
Total Fee: This will auto-fill based on the last two fields
Staff Pay Information: A Pay Rate corresponding to this record will be created
If you wish to use a Pay Rate with the same Description and Account Category as this, fill in the fields here
Alternatively, leave this section blank and create your Pay Rates separately.
Account Category: All fees should be assigned an Account Category. See Manage Account Codes.
Edit an Ensemble Fee Record
When ensemble fee information changes, you can come to this file and edit your Ensemble Fees records to reflect the new information. Changes you make will not affect any Salaries, Billing, or Enrolment records already existing in the system.
To apply the changes to all current and pending enrolments, you must select the Relookup button on the Ensemble Fees screen.
Be aware that the Relookup will reset all current and pending enrolments to match the settings in your Fees file, including the Number of Sessions. So if some students have a modified number of sessions on their enrolment, note these down first, and change them back after running this step.
Delete an Ensemble Fee Record
Ensemble Fees records are merely a list of the options available to you when assigning a fee to an ensemble. If there are records there that you no longer need on your list of options, you can delete them using the Trash icon on the right-hand end of the row.
Deleting a fee record does not remove the information from any of your enrolment records. They will retain the fee properties that they picked up when you assigned the fee, until you assign them another fee.