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.
Once you begin collecting payment from your Customers, you will be able to pull up a report outlining which transactions are tied to which charge item, as well as the class and program name tied to this transaction.
A Discount Item is a designated credit, such as "sibling discount," "military discount," etc. These are labels that you'll pull from when configuring Coupon Codes or Automatic Discounts. These labels are also used when pulling up Discount reports.
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.
How to Edit an Existing Charge Item
What Happens When Editing/Deleting Charge Items
What Happens When Editing/Deleting Charge Items
Editing Changes Charge Item Everywhere - When you edit a Charge Item name on the Items page, it will change it everywhere that Charge Item is within Enrollsy.
Editing Settings Changes for All Who Enroll After the Change - When you edit the settings of a Charge Item, it will change the Charge Item for everyone who enrolls after the change is made. For example, if you edit a Charge Item to be required, it will be required for everyone after the change is made.
Add a QB Mapping if Adding a Charge Item - If you add a Charge Item and use Quickbooks, you must add a mapping for that Charge Item. See this support article for steps on how to do that.
Editing is Not Retroactive - When you edit a Charge Item on a Class or Program, it will change it for everyone who enrolls in that class moving forward, but it doesn't retroactively change any Charge Items posted before the change. Therefore, if you have accidentally entered the wrong Charge Item on a Program or Class, that Charge Item will still show in the transaction history of all Customers who enrolled before the Charge Item is edited to the correct one.
Deleting a Charge Item Consequences - If a Charge Item was used in the past and is deleted, the past charge will retain the Charge Item name. However, if it's removed, there is no way to reattach a deleted Charge Item.
Charge Item on a specific Enrollment - If the charge item name/label for a specific enrollment is incorrect, you will have to manually edit it by going to the invoice on the customer's billing page. Click on "Edit" beside the charge. Scroll down to the dropdown menu under "Charge Items." Click the "x" to delete that charge item and then select a new one from the list. Select "save" to save the changes.
Edit Charge Item Settings
To edit an existing Charge Item name or other settings, follow these steps:
Head to the My Company page and select the Items tab. Charge Items will be on the left-hand side.
Click on the pencil icon beside the Charge Item.
Here you can edit the name or click the radio buttons beside the options you wish to change that include the following:
Type - Change from standard fee to a card processing fee or tax
Required - Change to required or optional
Quantity - Change to a quantity specified or not specified
Payment Plans - Enabled for Payment Plans or due at enrollment
How Often? - Change due at enrollment to charged every enrollment, once per Enrollee, or once per Account
Deposit - Change to a deposit item (only one Deposit allowed)
Prepayment - Change to a prepayment item
Click Save to save any changes made.
Edit Charge Items in a Program
To edit a Charge Item on a Program, follow these steps:
Open the Program Editor by clicking the pencil icon beside the Program on the Programs page. Click on the pencil icon beside the specific Program to edit one Program or select some or all Programs to edit multiple programs, then click on the blue pencil icon at the top.
Click on pricing on the left to get to the Pricing section. Adjust pricing in the following places:
Total Program Cost - Enter a new amount in the appropriate places.
Payment Plans - Click on the pencil icon to manually edit the current payment plan's pricing. Change to "Manually set pricing" and click the + button to add the Charge Item. Also, add any Charge Items due at Enrollment.
NOTE: See this support article to edit any existing Payment Plans or create a new one. You can change the plan name, due dates, and/or invoice settings. To edit an individual's Payment Plan, click here.
Edit Charge Items in a Class (Class-Level Pricing)
Suppose your pricing is at the Class level, follow these steps to edit the Charge Items in the Class.
Head over to the Classes page (accessed from the left menu). Click the down arrow beside the specific Class and then the pencil icon.
Once the editor is open, click on pricing on the left to get to the Pricing section. Adjust pricing in the following places:
Total Class Cost - Enter a new amount in the appropriate places.
Payment Plans - Schedule Payment Events - Click on the pencil icon to manually edit the current payment plan's pricing. Change to "Manually set pricing" and click the + button to add the Charge Item. Also, add any Charge Items due at Enrollment.
NOTE: See this support article to edit any existing Payment Plans or create a new one. You can change the plan name, due dates, and/or invoice settings. To edit an individual's Payment Plan, click here.
How to Set Up a Custom Fee
How to Set Up a Custom Fee
Are you wanting a customized "donation"-type fee where customers enter their own amount? If so, follow these steps. Additionally, ensure that visibility settings are correctly configured to avoid any issues with charge items not appearing during enrollment.
Step 1 - Head over to the My Company > Items tab.
Step 2 - Click the blue plus in the top right next to the Charge Items.
Step 3 - Name the Charge Item
Step 4 - Choose the following options in the settings:
Type: Standard fee
Required: Optional at enrollment or in a payment plan
Quantity: When purchasing this item, quantity can be specified
This setting allows you to set a price per unit, and allows the Enrollee to enter the desired quantity at enrollment. The total due is calculated for them.
Payment Plans: Enabled for Payment Plans (if you need to add it to one or more payment plans) or Due at enrollment (if it's only due at enrollment and NOT on a payment plan).
Prepayment: No
Click "Save." Now you can add the custom charge item to Program or Class pricing.
Add to Pricing
Follow these steps to add the new custom Charge Item to a Program or Class.
Step 1 - Add the Charge Item. Under Pricing (either on the Program or Class), add the new Charge Item under the total cost (after selecting "Fixed Cost").
Step 2 - Add Amount. Once you add the Charge Item, you will have to add an amount. We recommend "$1.00" so that customers can donate in any amount.
NOTE: You CANNOT add a zero ("0") in the dollar amount field or the Charge Item will not show up on the Enroll Form. Enter an amount such as "$1.00"
Step 3 - Move Fee to "Due at Enrollment" Section. If you are using Payment Plans and want to have the donation item in them, you will need to change the setting to "Manually set pricing for [#] payment events," then add the donation Charge Item under the "Due at Enrollment" section. Change the amount back to $1 (or whatever amount you set it to). Click "Apply" to save any changes.
Step 4 - Save. Select "Save" to save the changes made to the Program or Class.
Step 5 - Test. To be sure the pricing is set up correctly, go through the enroll form (click "Enroll" on the left menu to go through it as an admin user who is able to skip over required fields; or use the enroll link and enroll in an incognito/private browser window as a customer).
If you encounter issues with charge items not appearing, ensure that all charge items are linked to the appropriate programs or classes and that any recent changes are saved and published.
Here is an example of how this might look on the Enroll Form:
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.
