Enrollment and Re-Enrollment Fees

If you have already integrated QuickBooks Online (QBO) with your MySchoolWorx portal, you can begin setting enrollment and/or re-enrollment fees for your school.

There are several steps to get started with this feature. The steps are outlined here, and then explained in further detail below.

1. Set your enrollment/re-enrollment fees for each grade level.
2. Set up a URL for your Online Enrollment form. (For the full help article on this process click here.)
3. Turn on the Re-Enrollment Wizard.
4. Create two QBO products
   1. One for Enrollment
   2. One for Re-Enrollment
5. Add the SKU for those products to your enrollment settings.
6. Create the fee agreement notice for your parents.

Below, these steps will be explained in further detail:

1. Setting up your fees
   1. Go to Setup>Grade Level.
   2. Click on the pencil under the Actions column of any grade level.

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1. Add a re-enrollment and enrollment fee in each field. (If they are the same, enter the same number in both fields.)

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2. Repeat for every grade level that you will charge a fee.

NOTE: The enrollment fee will be charged to the parent when an online application is submitted. The re-enrollment fee will be charged to the parent when they complete the re-enrollment process through their account.

2. Set up your Online Enrollment Application URL
   1. Go to Setup>Enrollment>Enrollment Settings (If this is your first time setting up the application, click here for the full help article.)
   2. Click in the field Select URL expiration date
      1. Select a date you want this round of enrollment submissions to expire.
      2. Click the blue cross to add

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   3. When you add a new URL, it will be disabled by default. When you're ready to enabled it, click the toggle under the "Enabled" column to turn it on (blue).

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3. Turn on your Re-Enrollment Wizard
   1. Go to Setup>Enrollment>Re-Enrollment Settings
   2. Turn the Re-Enrollment Wizard on.
   3. In the "Online Enrollment for New Students" field, select the matching URL for your active Online Application.

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   4. Select the student status that the student will change to, once the re-enrollment process is completed. We recommend using the status "Pre-Enrolled - Returning".
4. Create QBO products
   1. Create one product for enrollment and one product for re-enrollment
   2. Add a SKU for each product. This will be used in the invoicing process, but the SKU and the price can be anything you want. The fee is determined in the grade level settings outlined in #1.

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5. Add the SKU for those products to your enrollment settings
   1. There is a QuickBooks SKU ID field under both the Enrollment Settings and the Re-Enrollment Settings.
   2. These fields should match the SKU in their corresponding QBO products.

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6. Create the fee agreement notice for your parents.
   1. For new parents, this field will be in your enrollment settings under the Actions:

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         Click on the wrench icon to open the Signature section

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         In the Signature section, click Enable, enter the text for your parent agreement.

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         Click Save to activate this section in your online application

   2. For current parents/parents that already have a MySchoolWorx account, this will be in your Re-Enrollment Settings.

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   In Agreement Title field, enter a title for the notice.

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   In the Re-Enrollment Fee Checkbox, enter the text for your agreement notice to the parent.