Preference - Generating Fees

In this article, we’ll guide you through how to generate fees after allocations have been confirmed and events have been created.

Once events are generated (see this article), students and parents will start seeing the activities in their diary, but no payment will be required until fees are generated. Fees are not applied immediately because students often request changes after receiving their allocations. We recommend waiting 1–2 weeks before generating fees to minimise manual adjustments.

**Please note the two points below:

1. Fees can only be generated once.
   After generating fees, any additional charges or adjustments—such as a student joining a paid activity or withdrawing—must be applied manually.

2. Preference containers do not support Per-session charges. If your fees are currently set to “per session,” please update them to “per term/year” and adjust the fee to reflect the full amount before generating fees.

Please follow the steps below to generate the fees:

1. Click on the Activities & Clubs Admin tab (this may be labelled differently for your organisation).
2. Click on the Preference-Based Container tab on the main menu panel.
3. Click Manage to open the container.

   

4. Click on the Generate Fees tab.
   On this page, you’ll see a summary of all groups that are ready for fee generation. The fee amount and the number of group members are displayed, allowing you to quickly review the total charges.

   If the number of groups listed doesn’t match your expectations, it’s possible that some groups have been set to a different payment type. To fix this, return to the Groups tab, edit the missing group(s), and ensure the Cost is set to Per term/year.

   
5. Click the Generate button.
   Once you have confirmed that the total number of groups is correct, you can then proceed to generate the fees for the groups within that container.
   
6. A pop-up will then appear, click the Generate button again. This will process within a few minutes.
   
7. A confirmation will appear once the fees have been generated successfully. Click OK to confirm.
8. Parents will receive an email requesting them to log in to their account and pay the assigned fee. Contact the Support team to customise email templates if you prefer parents to pay by another method.
9. To view the fees that have been charged, select the Fees tab. The Fees Summary shows all outstanding fees.