How to Create and Manage Fee Types in openSIS

How to Create and Manage Fee Types

Description

Fee Types define the different categories of charges that can be billed to students, such as tuition, registration, transportation, laboratory, or activity fees. Administrators can create and manage Fee Types to standardize billing across the institution and associate each fee with the appropriate General Ledger (G/L) Account.

When QuickBooks integration is enabled, Fee Types can also be synchronized to maintain consistency between openSIS and QuickBooks.

Info
Settings → Billing & Fees → Fee Types

Create a Fee Type

  1. Navigate to Settings → Billing & Fees → Fee Types.
  2. Click Add New Fee Type.
  3. Enter the required information:
    • Code – Enter a unique code for the fee type.
    • Title – Enter the name of the fee type.
    • General Ledger (G/L) Account – Select the account that will record transactions for this fee.
    • Description (Optional) – Provide additional information about the fee type.
  4. If QuickBooks integration is configured, enable Synchronize this item with QuickBooks to create the fee item in both systems.
  5. Click Submit.

The new Fee Type is added to the list and is available for use when creating billing schedules and assigning fees.

Edit a Fee Type

  1. Locate the Fee Type you want to update.
  2. Click the Edit (✏️) icon.
  3. Modify the required information.
  4. Click Submit.

Your changes are saved immediately.

Delete a Fee Type

  1. Locate the Fee Type you want to remove.
  2. Click the Delete (🗑️) icon.
  3. Confirm the deletion.

The selected Fee Type is removed from the Billing & Fees configuration.

Fee Type Configuration

When creating a Fee Type, administrators can configure:

SettingDescription
CodeUnique identifier for the fee type.
TitleDisplay name used throughout the Billing module.
General Ledger AccountFinancial account associated with the fee type.
DescriptionOptional notes describing the fee.
Synchronize with QuickBooksCreates the fee item in QuickBooks when integration is enabled.

Best Practices

  • Create separate Fee Types for each category of student charge.
  • Use meaningful names that clearly identify the fee.
  • Assign the correct General Ledger account for accurate financial reporting.
  • Follow a consistent coding convention across all Fee Types.
  • Synchronize Fee Types with QuickBooks only when the integration is active.

Notes

  • Every Fee Type should be associated with a General Ledger account.
  • Fee Types are available for use when creating billing schedules and student fee assignments.
  • QuickBooks synchronization is optional and requires an active QuickBooks integration.
  • Updating a Fee Type affects future billing configurations that use the fee type.

Expected Outcome

Administrators can create, modify, and maintain Fee Types that accurately categorize student charges and support organized financial management within openSIS.