Running automatic tuition

The Auto Tuition program posts tuition and associated charges automatically for all students. Charges are automatically calculated based on the student's campus, year level and/or boarder status.
Important Note: We strongly recommend that you split your auto tuition runs up so that you only process one or two year levels at a time. If you try to post charges for too many debtors at once, you may get the following error message: The transaction log is full, truncate the log to continue.If this occurs, contact your system administrator for advice before re-running the auto tuition program.
Fee Maintenance is used to define the appropriate charges. See Maintaining debtor fees (on page ).
A typical automatic tuition run will post the following charges:

Seq	Code	Description
1	T	Tuition
2	SD	Sibling Discount
3	CC	Consolidated Charges
4	TC	Tuition Concession
5	B	Boarding Fee
6	BC	Boarding Fee Concession
7	O	Other Charges

The automatic tuition codes are defined in the luDebtorAutoTuition lookup table. The sequence that charges are processed can be customised. See luDebtorAutoTuition lookup table in the Finance manual.
Opening the Debtor Automatic Tuition window
To open the Debtor Automatic Tuition window:

Select Module > Debtors > Automatic Tuition from the main menu.

The Debtors Automatic Tuition window is displayed.
Tip: You can also access the debtor functions by clicking .

Debtor Automatic Tuition window key fields
Selections area fields

Field	Description
File Year and File Term / Semester	Year and term or semester to be updated. Tip: Use the File Year and File Term / Semester fields to process charges for the following year if required.
Is this a What If run?	Select to print all charges for students that match your selection without posting transactions. Tip: Use this to print out a preview of charges so that you can audit charges and concessions before doing live postings to debtor accounts.
Detailed Summary	Select the amount of information to be printed on a What if? run.
Process as at Date	Date of the auto tuition run. Students set as having left after this date are not included.
Only Students With Entry Date On or Before This Date	Select to exclude students who have not started on or before the Process as at Date.
Date to Appear on Transactions	Date to appear on invoices and statements. Tip: This date is used for ageing of overdue accounts. It is usually the same as the Process as at Date field.
Charge Year 11 and Year 12 Students	Select to charge year 11 and 12 students. Tip: If year 11 or 12 students do not spend much time at school during a term, you can elect not to charge them fees for this period.
Include Year 11/12 Student in Sibling Discount if Not Charged	Clear if either year 11 or year 12 students are not being charged tuition fees and they are no longer included in applying sibling discounts. Note: Also refer to the Charge Year 11 Students and Charge Year 12 Students fields.
Period Number (Term)	Period number the auto tuition run applies to. Tip: Fee codes can be set to apply only for specific periods. If you use this feature, you define the period being used here.
Campus	Campus the auto tuition run applies to, if applicable.
From Year Level To Year Level	These fields are used to select a range of year levels within the selected campus to apply charges to. You must select a range of year levels, not just a From Year Level otherwise you will charge everyone in the selected From Year Level or greater. Tip: If you have year levels 40 or 50 (pre-school/kinder year levels) then you should charge these in a separate run to years 0-12 as 40 and 50 are greater than 0-12.
Process All Tuition Variation Types	Clear the flag if you do not want to process all tuition variation types. Note: Refer to the Tuition Variation field below.
Tuition Variation Include Exclude	Select the type of student to include or exclude from the auto tuition run, and select Include or Exclude as required. For example, full-fee students generally receive a different charge than other students. If a tuition variation is defined on any student records then these students become part of their own billing group for automatic charges. See Tuition variation example (on page ).
Special Billing Type	Select to include students with special billing arrangements in the auto tuition run. Special billing arrangements are defined in luSpecialBillingType and are assigned to students in the Debtor tab of Current Student Maintenance. See luSpecialBillingType lookup table in the Finance manual. Also see Current Student Maintenance - Debtor tab in the Current students manual.
Clear Special Billing Type From Students Charged	Select to clear special billing arrangements.

Posting Details area fields
If you are not running a 'What if' run, then set the posting details:

Field	Description
Posting Date	Date to post the transactions. The general ledger year end date and restrictions on the available posting dates are displayed for information.
Description	Description for the auto tuition run, based on the selections you have made.
Automatically Close Posting	Clear if you do not want to automatically close the posting.