Price Books

In this Section:

A price book is a saved set of fees you can apply to a student enrolment or application in one action, instead of adding fees one at a time.

Enter a Name for the price book.
Set the book-level Fee Type and Fee Category. These are used only if you choose the aggregated single-line output (see generation modes below).
Tick Tax Included if applicable.
Set the three fee switches according to how you want fee lines to appear on the enrolment (see Fee Modes for what each combination produces).
Add fee items by clicking Add Item. For each item:
- Enter a Label (this becomes the fee line description).
- Enter a Value (the unit price).
- Set the item’s own Fee Type and Fee Category.
- Choose a Multiplier (e.g. Flat Rate, Weekly, Monthly — see Part 5) or select a numeric Custom Field to drive the quantity. These two options are mutually exclusive. [SCREENSHOT: Add Item row with fields visible]
Repeat the step for each fee item needed.
Click Save.

The switches on the price book control how many lines are setup and created:

Separate Fee Lines	Separate Fee Lines Per Component	Result
Selected	Selected	One line per item; component items get one line per component
Unselected	Selected	Component items get one line per component; all other items collapse into one aggregated line
Selected	Unselected	Every item gets its own line
Unselected	Unselected	One single aggregated line for all items combined

If Separate Fee Lines (Per Price Book Item) is unselected: Aggregated lines use the price book’s fee type and fee category for all items:

If Separate Fee Lines (Per Price Book Item) is selected: Item lines use each item’s own label, fee type, and fee category:

The multiplier on each item decides the quantity used to calculate the charge.

Name	Quantity used
Flat Rate	Always 1 (charges the exact value)
Weekly	Number of weeks between start and end date (rounded up)
Day	Number of days between start and end date
Monthly	Number of calendar months between start and end date
Component	Number of components on the enrolment or application
Nominal Hours – Component	Sum of nominal hours across components (Australia only)
Nominal Hours – Programme	Nominal hours from the programme (Australia only)

Final amount = quantity × item value. Fractional quantities are rounded to the nearest whole number and never drop below 1.

When you create a new enrolment or application through the wizard, you can select a price book on the fee settings step.

Work through the enrolment/application wizard as normal until you reach the fee settings step.

Select a price book from the dropdown. The item grid will load with a live preview of quantities and totals calculated from the enrolment dates and components. [SCREENSHOT: Price book item grid with quantities and totals]
Review the items:
- Untick any items you do not want to apply.
- Where permitted, edit the quantity or description directly in the grid.
- To add a one-off fee not in the book, click Add Fee Line and complete the fields.
Complete the rest of the wizard and click Save.
Note: Fee lines appear a moment after the enrolment is saved — they are applied in the background. Refresh the enrolment’s finance tab if they are not immediately visible. When a price book is selected, the standard intake/component fee auto-add is skipped. All fees come from the price book only.

Select a price book from the dropdown.
The item grid loads — review, untick, or edit items as needed.
If there were fees already loaded, choose whether to tick Override Existing Fees:
- Ticked (default): removes existing uninvoiced fee lines before adding the new ones. Fee lines previously attached to an invoice, or payment lines are not affected.
- Unticked: adds the new fee lines alongside existing fees already on the enrolment or application.
Click Apply Price Book.