Mass Charges

One charge, billed to a group of people, payable at the window like any other.

Required Access

Mass Charges — Contributor

This is not part of the Cashier permission. You can raise mass charges with no cashier access at all — and holding the Cashier role does not grant it.

A field trip, a uniform, a retreat, an exam fee: something a group owes that is not part of the payment contract. Each person gets a real charge on their account — students on their family’s, staff on their own — and pays it at the cashier window like anything else.

Go to Cashier ▸ Mass Charges.

Who can do what

Mass Charges is its own permission with its own levels, because authorizing a field trip fee is the classroom side of the school’s work. A teacher, counselor or activity director may need it without ever touching an account page.

Level	What it allows
Contributor	Create and manage your own charges. You see yours and those shared with you. Cannot reduce or delete a charge once payments have been applied.
Reviewer	See every mass charge in the school, but edit only your own.
Administrator	Manage anyone’s charges, including reducing one that already has payments applied.

Creating a charge

New charge asks for the header first:

Description — the wording that appears on every family’s ledger and in the Charges report. Start typing and it offers descriptions the school has charged under before; picking one carries its amount and fee across.
Amount — per person.
Fee — decides which revenue account the money posts to. Left unset it uses the school’s catch-all Other fee, which books to Miscellaneous Income. Set it deliberately if the money belongs somewhere specific.
Date — when it falls due.
Maximum people — optional. Blank means no limit.
Authorized by — who stands behind the charge.

Then choose who is on it. You can pick students, staff, or both, and add a whole class roster at once — useful when a trip is “everyone in Grade 7”, and you can add several classes to charge multiple groups together.

A review step lists everyone with the amount they will be charged, and lets you change an individual amount before committing.

Email everyone added sends the standard “a charge was added to your account” letter — to a student’s guardians, and to a staff member directly. The dialog tells you how many will go out.

Open registration

Ticking Open registration lets a cashier add someone to the charge at the counter. Use it for anything a family might sign up for on the spot — a trip, a uniform, an optional program.

The price, the wording and the revenue account are already yours; the cashier is only saying who. If you set a maximum, the counter sees how many places are left and cannot oversubscribe it.

By default a charge is visible to you and to Mass Charges administrators. Share adds colleagues:

View lets them see it in their own Mass Charges list.
Edit lets them change the amount and add or remove people.

You keep the charge either way.

Changing a charge afterwards

Editing the amount re-prices everyone who has not paid, including anyone whose amount you set by hand when they were added. People who have already paid keep the old amount, and the dialog says how many that is.

Editing the date restamps it onto every unpaid charge.

Removing someone deletes the charge from their account and sends the standard “a charge was removed” letter. Anyone who has already paid is kept rather than removed — that money has to be dealt with at the counter first.

Last year’s charges

A Last year tab lists the same school’s mass charges from the previous year, read-only. It answers the question asked every time a new one is raised: what did we charge for this last year, and how much?

Duplicate on any row — this year’s or last year’s — opens the New charge dialog already carrying that charge’s description, amount and fee.