Fees

Fees belongs to owners and admins. It lists the charges a class's monthly and enrolment fees issued for one month: the fees themselves are set on each class under Classes. The school collects the money itself, by direct debit through its own bank or by hand; Aula never takes or holds it.

When fees fall dueCopy Anchor Link

Fee day is the day of the month each monthly fee falls due, from 1 to 28. On that day Aula charges every student still seated in an open class that meets that month.

First month says how a student who takes a seat partway through a month pays for it: Prorated by the meetings left charges the share of that month's meetings still to come, The full monthly fee charges the whole fee. Both settings apply to charges issued from then on; charges already issued keep their amount and due date.

DiscountsCopy Anchor Link

Two discounts come off monthly fees, never off enrolment fees:

• Sibling discount: off each monthly fee of a family's second and later child.
• Multi activity discount: off each monthly fee of a student's second and later class.

Each is No discount, a Percentage from 1 to 100, or a Fixed amount in your site's currency. Each month a family's most expensive class is paid in full, and a fee that qualifies for both discounts takes the larger one. A change applies when a family's charges for a month are next issued or cancelled. Charges already in a remesa keep their discount and rank first, so a dearer class added later in the month takes the discount instead.

On the month's charges, a discount shows as its own line under the fee it comes off, and the totals count the fee less the discount.

Direct debitCopy Anchor Link

Families can sign a SEPA direct debit mandate so the school collects their fees from their bank account. To take mandates, enter under Direct debit:

• Creditor identifier: the SEPA creditor identifier your bank gave the school, such as ES12000B12345678.
• Creditor name: the name families see on the mandate and on their bank statement.
• Collection account (IBAN): the school's own account the debits are paid into. Owners and admins see it here; a family without an active mandate to your current creditor sees it on their statement, with the account holder and their own transfer reference, so they can pay you by transfer.

Select Save. From then on families can sign a mandate on their account, and a student or guardian seated in a class with a monthly fee is asked to. Leave all three fields empty and save to stop taking new mandates; signed ones stay listed and families can still revoke them. If the page says direct debit is not available on this site yet, mandates cannot be signed until Aula configures it.

Under the settings, every mandate is listed, active ones first: the payer, the account holder, the full IBAN, the mandate reference, when it was signed and whether it is Active or was revoked and when. PDF downloads one mandate as the family signed it, active or revoked, with the full IBAN, and Download mandates (CSV) downloads them all as a spreadsheet. Members never see an IBAN.

A mandate names the creditor identifier it was signed to. If you change the identifier, the families who signed before must sign again before the remesa can debit them.

The month's chargesCopy Anchor Link

The page opens on this month. Use Previous month and Next month, or pick a month and select Show, to see another one.

By class totals each class: how many charges were issued and cancelled, and what the issued ones add up to.

By family lists every charge to each payer, with the student, the class, whether it is the monthly or the enrolment fee, the due date, the amount and its status. A child's fees go to the guardian, so siblings appear together under the same family. The status reads:

• Issued: owed and not yet in a remesa, so it is collected by direct debit in the next one or paid by hand.
• Sent to the bank: in a remesa whose collection date has not passed yet.
• Collected: in a remesa whose collection date has passed.
• Returned with the bank's reason code: the bank returned its debit and it is owed again.
• Cancelled: waived.

Download the month (CSV) downloads the month's charges as a spreadsheet for your accountant or to match against your bank: one row per charge with the payer, the student, the class, the fee, the due date, the amount, any discount and its reason, what is owed, the status, whether it is unpaid, sent to the bank, collected or returned, and for a debited charge its collection date, remesa, end to end id and mandate reference. Amounts are plain numbers a spreadsheet can add up.

Cancelling a chargeCopy Anchor Link

Select Cancel charge and confirm to waive it. The charge stays on the list as Cancelled and no longer counts in the totals. Aula never issues it again, even if the student withdraws and takes a seat again in the same month. A cancelled charge cannot be restored.

A charge in a remesa cannot be cancelled, since the bank already has it. Once its debit is returned, you can cancel it again.

The monthly remesaCopy Anchor Link

Direct debit remesa, under the month's charges, builds the SEPA direct debit file (remesa) that you upload to your bank. It needs the creditor identifier, name and collection account under Direct debit.

The table lists the month's charges not yet in a remesa, by payer, with the amount and how each will be collected:

• Direct debit, first collection or Direct debit, recurring: the payer has an active mandate. A mandate's first debit goes as a first collection and later ones as recurring; if the bank returns a first collection, the next debit is a first collection again.
• By hand: the payer has no active mandate, signed it to a previous creditor identifier, or owes in a currency other than euro. Collect these the way you agree with the family.

Pick a Collection date, the day the bank debits the families, after today and within a year, and select Build remesa. Ask your bank how many days ahead it needs the file. Each family with an active mandate is debited once for all its charges of the month, and gets an email with the amount, the collection date, the concept, your creditor identifier and their mandate reference, which SEPA asks you to send before the debit; replies go to your email. Pick a date that leaves families time to read it. Each charge is in one remesa only, so building again later that month takes only the charges not in one yet: charges added since, charges of a family that signed a mandate since, and the ones the bank returned.

Each remesa built for the month lists its collection date, how many debits it holds, its total and when it was built. Download file (XML) gives the pain.008 file for your bank; you can download it again at any time. A remesa counts as Sent to the bank until its collection date has passed, then as Collected.

Returned debitsCopy Anchor Link

When the bank returns a debit (a devolución), for example for insufficient funds or a closed account, record it on the remesa. Each debit is listed under its remesa with the payer, the amount and its state. Open Record a return of the debit's amount, choose the bank's Reason code, pick the Return date, from the day the remesa was built through today, and select Record return.

The debit's charges are owed again: the family gets an email with the amount, the return date and the reason, which says the next direct debit collects the fees or you will ask them to pay another way, and replies go to your email. The family also sees the charges as returned with the reason, the next remesa of that month collects them, and you can cancel them instead. A returned debit cannot be returned again, so a return emails the family once, whether you record it by hand or from the bank's file.

If your bank gives you a return file, open Import the bank's return file on the remesa, choose the file and select Import returns. Aula reads a pain.002 status report or a camt.054 notification, matches each return to a debit of that remesa by its end to end id and records it with the bank's reason code and date. Returns it cannot record are listed back for you to record by hand: an id that is not a debit of the remesa, a reason code it does not know, or a date before the remesa was built or after today. Importing the same file twice records nothing new.

Overdue feesCopy Anchor Link

Overdue, under Direct debit, lists the families with charges past their due date that no remesa is collecting: they have no active mandate, signed it to another creditor, or the bank returned their debit. Each row shows the family, what they owe, their oldest due date, how many days have passed since it, how many charges are behind and Returned when a debit of theirs came back. The longest overdue come first. A charge leaves the list once a remesa takes it or you cancel it. A family owing in more than one currency has a row per currency.

Aula also emails each family that has to pay you itself: a reminder 3 days after their oldest unpaid fee fell due, a second at 10 days and a final notice at 20, each with what they owe and a link to their statement. A family whose fees your next remesa collects (an active mandate to your current creditor) gets none, unless the bank returned their debit; then the days count from the return. A fee a remesa takes or that you cancel stops the next email. Reminders stop 60 days after the due date, and replies to them do not reach you, so the email asks the family to contact the school.