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Charges tab

The list of every charge in your school, filters, search, columns and what you can do from here.

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Step by step

  1. 1

    Open Finance and the Charges tab.

  2. 2

    Choose a filter, such as Overdue.

  3. 3

    If needed, search by name or pick a group.

  4. 4

    Press a charge's row to see its details and actions.

How it works

Shows every charge issued in your school, whether paid, owed or closed. From here you find a specific charge, open its details, create new charges and record payments.

The table shows 10 charges per page, sorted by due date with the newest at the top. Above it are the status filters, search, and the group and payment-method choices. The Add payment and New charge buttons are in the page header, on the right of the tabs; on a phone they are round icon buttons in the bar at the top of the screen. The four figures of the Finance page sit above the filters.

Press a row to open the charge details. The checkboxes at the start of rows are for bulk actions. On a phone the table is shown as cards with the same information.

Changing the filter, group or payment method takes you back to page one and clears the selected charges.

Good to know

If your access is limited to certain groups, you only see the charges of those groups and of the members in them.

The Add payment and New charge buttons only appear if you have the Record payments and Manage charges permissions respectively.

From a user's details panel, the All charges link opens this tab already searched for that user's name.

On this screen

Status filter

All · Owed · Overdue · Paid · Waived

The five buttons that narrow the list by charge status.

Keeps only the charges you care about right now in the table.

The selected button shows how many charges were found.

All filter

Shows every charge in every status.

Gives the full picture, including cancelled charges.

Selected by default. It is the only place Cancelled charges appear.

Owed filter

Shows every unpaid charge.

Collects the charges you are still waiting for money on.

Includes Pending charges, both those before their due date and overdue ones.

Overdue filter

Shows only unpaid charges past their due date.

The quick way to see who to remind.

Includes pending charges whose due date has passed. Handy for selecting them all and sending one reminder.

Paid filter

Shows paid charges.

Works as your list of payments received.

You can also pick a payment method with it. The payment-method cards on History open exactly this filter.

Waived filter

Shows waived charges.

Lets you review who you waived charges for and why.

The reason is visible in each charge's details.

Search box

Search payer, member…

Finds charges by a person's or a plan's name.

Quickly finds the charges of a specific member or plan.

Searches the member's, child's and paying parent's names, in both "first last" and "last first" order, and the plan name. Results update shortly after you stop typing. It works together with the selected filter and group. The charge description is not searched.

Group choice

All groups

Shows only one group's charges.

Helps when you look after one group or report per group.

Charges without a group only appear under All groups.

Payment method choice

All payment methods

Keeps only charges paid online, in cash or by bank transfer.

Helps you, for example, reconcile the cash box with cash payments.

Only appears with the All and Paid filters, since only they contain paid charges. Choose Online, Cash or Bank transfer. With All, unpaid charges drop out because they have no payment method.

The choice only narrows the charges on the current page: the count next to the filter and the pages still reflect all paid charges. If a page shows no matches, move to the next one.

Add payment button

Records money you have already received in person or by bank.

Opens the Add payment window, where you record a payment with no charge issued beforehand.

Sits in the page header. Only visible with the Record payments permission. It is the New charge window with the Already paid switch already on. On a phone it is a round button with a receipt icon in the bar at the top of the screen. See the manual payment article for details.

New charge button

Issues a charge to one or more members.

Opens the New charge window for requesting money for a camp, kit or anything else.

Sits in the page header, to the right of Add payment. Only visible with the Manage charges permission. On a phone it is a round button with a plus icon in the bar at the top of the screen. See the new charge article for details.

Charges table

The charge rows and their columns.

Shows the essentials of each charge without opening it.

Press a row to open its details. Pages are below the table, with a note of which charges out of how many you're viewing.

Member column

Who the charge is for.

Shows the member and, for a child, the paying parent.

For a child's charge, "pays:" and the parent's name appear under the child's name. The parent is the one who gets the notifications and pays.

Charge column

What the charge is for and which group.

Tells you what the member is paying for.

Shows the charge description, or the name of the plan it came from if the description is empty. The group name, if any, sits underneath. Charges from recurring plans have a description like "plan name, period".

Amount column

How much the charge is.

Shows the amount owed or paid.

It's the current amount, if you corrected it or a discount applies, you see the new value.

Date column

The due date, or the date the charge was paid.

Shows when it must be paid or when it was paid, and how late it is.

For an unpaid charge it shows the due date; hovering shows "Due" and the full date. If overdue, red text underneath reads, for example, "5d overdue".

For a paid charge it shows the payment date; hovering reads "Paid … · was due …". If it was paid after the due date, amber text reads, for example, "3d late": this stays even after payment.

Status column

Where the charge stands.

Shows the status label and, for a paid charge, how it was paid.

Labels are Pending, Overdue, Paid, Waived and Cancelled. Paid is followed by Online, Cash or Bank transfer.

No charges message

No charges match these filters.

Shown when no charge matches your choices.

Tells you the list is empty because of the filters, not an error.

Choose All, All groups or clear the search to see charges again.

Loading error

Failed to load charges.

Shown when charges can't be loaded.

Separates a connection problem from a genuinely empty list.

Press Try again to reload.

Frequently asked questions

Where are cancelled charges?

They only appear under the **All** filter. There is no filter of their own.

Can I search by charge description?

No. Search finds charges by the name of the member, the child or the paying parent, and by plan name.

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