Changing and Adding Fees

Many regulatory authorities charge a variety of fees to members to help cover their operational costs, but of course, fees occasionally change. Fortunately, changing fees in Alinity is straightforward and simple.

 

Start by logging in and clicking the Accounting tab on the side navigation bar of the main dashboard to expand the Accounting options tree, then select the Catalog option.

Your catalog is a list of everything your organization charges for, including fees, fines, subscriptions, exams and even physical inventory if you offer it.

To change fees, we’ll need to edit the specific catalog item by clicking the chevron to the right of the item in the list, which takes us to the item details page.

There are two main sections here: the details and price history.

Clicking the Edit button in the Details section allows you to change the name of the order item, how it appears on invoices, the bank account funds from purchases of the item are deposited to, tax implications and other details.

The other section is the price history, and this is where we’ll make the actual change to the price. We do that by adding a new active item to the price history by clicking the green Add button. Then it’s just a simple matter of inputting the new price, and the date the price will be effective. This way you can schedule changes in advance to help with seamless transitions. Just make sure you Save it when you’re done.

Now you should see the new price in the price history.

If the fee is stable throughout the year, then you’re done. However, if the fee can be prorated, make sure you click the slider button beside the new price history item to set the proration calendar. You set the proration price and the date it becomes effective; use a price and not a percentage, though. If your price is $300.00 and it gets prorated by 50% halfway through the year, set the proration price to $150.00 on July 1st.

Now we know how to change existing catalog item prices, but what if we want to create an entirely new one?

To add a new catalog item, you can just click the Add icon in the upper right corner and fill out the required fields. Type in a relevant, descriptive Name for the fee that is easily identifiable. This is how the fee or item will be identified in the system, while the Invoice Description is how the fee will show on any invoices the fee is attached to.

You also need to set the Revenue Account funds from the item will be directed to, establish its tax implications, and set the effective and, optionally, the expiration date.

Of course, don’t forget to put the price in as well. That’s a pretty important part of the fee.

If you’d like, you can also set a sequence value for the fee. The sequence number determines the order items appear on an invoice. Higher numbers are sorted later in the display, so if you want your fee to appear after any Renewal or Administrative Fees, give it a higher sequence number.

Now just click Save, and you’ll be returned to the item’s general information, where you can return to the catalog item list to view the new item.

Accurate fee collection is an essential part of many regulatory authority workflow, and being able to update fees efficiently is central to that process.

For more information about Alinity’s Fee and Accounting features, or to arrange a free demonstration, feel free to contact us, and we’ll be happy to help you with any questions you may have.