Fees

Screen: Fees (menu, /dues). Who: the owner only. The instructor never sees an amount: they only see status badges (see "What the instructor sees"). If they open the Fees screen (through a link), it reads "This section is for the school owner".

Fees are for tracking who has paid. No money goes through Martialnote ("No money goes through Martialnote."): the student pays the school by transfer, cash or cheque, and the owner confirms what was received.

Which subscriptions are tracked

Only subscriptions whose type (or student, see "Price for this student") has a price. A subscription without a price has no due dates, no badge and does not appear in Fees ("No subscription with a price yet.").

Payment period and due dates

In Settings > School > Subscription types, a monthly type has a Price per period (optional) and a Payment period (1 month by default, or a number of months: 3 for a quarter, and so on). The price is for one period, not per month.

• The first due date is the current period: with a future start date, it falls on the start date; with a past start date, it falls at the start of the period that contains today (counted every N months from the start date's day of the month). Past periods are not billed (no catch-up). To bill a past period: Correct the amount of the current due date, or simply confirm the payment received (any extra stays as credit).
• The same rule applies when you correct the start date or add a price to the type, as long as the subscription has no due date and no payment yet.
• The next due dates fall every N months on the same day of the month. The 31st becomes the last day of shorter months (Jan 31, Feb 28, Mar 31).
• A period that has started is due in full: there is no proration.
• A class card has no period: each card bought (Add a subscription or Renew the card) creates one due date for the card price, on its purchase date.
• Due dates are created automatically when the app reads the data, up to 7 days ahead. There is no nightly job and nothing to do.
• A due date's amount is fixed when it is created. Changing the type's price or the family discount does not change due dates already created, only later ones.
• Subscriptions created before fees existed start being billed on the fees go-live date, with no catch-up of past months.
• Changing the Payment period of a type already in use: for each subscriber, the new rhythm restarts on the day after the end of their last period (past or paid). No past due date is created and there is no gap; a subscriber who is up to date stays up to date. Upcoming unpaid due dates are redone with the new period and the current price; those already prepaid stay.
• Subscription end date: no due date for a period that starts after the end date. Moving the end date earlier removes the due dates that fall after it, even prepaid ones: the money goes back to credit. Moving it later (or removing it) brings them back.

Statuses (badges)

• Up to date: nothing is due.
• Renew soon: the next due date is 7 days away or less, or 2 classes or fewer remain on the card.
• Payment due: a past due date is not fully paid. Same label on attendance tiles, the student list and the profile.
• Paused: fees are suspended (see "Pause and resume").

A subscription can be paused and late at the same time: it shows Payment due, appears under To settle and Paused, and offers Resume.

The Fees screen

At the top: To receive (total due) and Late (count). Three filters: To settle (N), Paused (N), All. Each row shows the student, the subscription, "{amount} due", "late since {date}", "Paid through {date}" (monthly only: a card has no period) and, where relevant, "credit {amount}" and "own price". Empty-screen messages: "Nothing to settle. Everyone is up to date.", "No paused fees.".

Confirm a payment

1. On the row (or the student's profile), tap Confirm a payment.
2. Pick a quick amount or enter Amount received:
   • Amount due: the balance of the current due dates;
   • + 1 period: the amount due plus the next period (up-to-date subscription: one period ahead);
   • + 2 periods: up-to-date subscription only, two periods ahead;
   • Partial: a lower amount;
   • 1 card: for a card, the price of one card. The formats "85,50", "85.50" and "1 234,50" are accepted.
3. Choose the Method: Interac e-Transfer (default), Cash, Cheque or Other.
4. Check Received on (today by default) and add a Note (optional) if needed.
5. Read the Result preview ("Paid through …", "Credit kept: …", "Remaining balance: …"), then tap Validate payment. The message "Payment of … confirmed" appears.

Rules:

• The amount must be greater than 0 and at most $100,000.00.
• The received date can never be in the future (using the school's date).
• The note is 200 characters at most.
• A payment is applied to the oldest due dates first.
• Less than due: a balance remains on the due date (partial payment).
• More than due: the following periods that the amount fully covers are created and paid (up to 120 periods); the rest is kept as credit and used by the next payment.
• One payment = one subscription. A payment cannot be split across several students: make one payment per subscription.

Cancel a payment

A cancelled payment goes to the trash; the balance and statuses are recalculated.

• On the Fees screen, Cancel the last payment cancels only the most recent payment.
• On the student's profile, the Recent payments block lists the 3 latest payments, each with its own Cancel button: an older payment can therefore be cancelled; repeating Cancel the last payment reaches older ones (the profile list then shows the next older one).
• After either, Restore (in the message, or from the Trash) puts it back for 30 days; after that it is deleted for good.
• To fix an amount: cancel the payment, then confirm the right one.

Correct a due date's amount

The owner can change the amount of one due date without touching the others. The instructor cannot (they see no amounts).

1. Open the student's profile, Subscriptions block, under the paid subscription.
2. In the Due dates list (the due dates not fully paid, with their date and amount), tap Correct the amount on the right line. If every due date is paid, the list does not appear.
3. In the Correct the amount sheet, enter the new Amount of this due date ($0 to $100,000; $0 waives the due date), then tap Save. The message "Due date amount corrected" appears.

The correction changes only that due date: the plan price and Price for this student do not change, and the following due dates keep their amount. The balance and the status badge are recalculated. For a lasting rate, use Price for this student (below). To fix a payment, see "Cancel a payment".

Pause and resume

Pause (owner) suspends fees, for example for an injury or a holiday.

• The pause starts today. Planned resume date (optional) must be after today (otherwise the error "The resume date must be after the start of the pause."); with no date, the pause lasts until Resume.
• During the pause no due date is created. Future due dates are set aside, even prepaid ones: the money returns as credit and is reapplied at resume.
• At resume (Resume, or the planned date arriving), the next due date is pushed back by the length of the pause; prepaid periods come back pushed back too.
• Using Resume the same day the pause started simply cancels the pause.
• Due dates already past stay due.
• Attendance stays allowed and counted during the pause.

Price for this student

On the profile, edit the subscription: Price for this student. It replaces the type's price and the family discount. Empty: the type's price (with the family discount where it applies). Setting or removing an own price updates the due dates that have no payment yet and whose amount is the old price. A due date that already has a payment, even partial, or whose amount was corrected by hand (Correct the amount, for example $0), keeps its amount.

Family rate (discount)

In Subscription types > Family rate: None (default), Percentage (1 to 100 per period) or Fixed amount (per period).

• It applies per member: to each family member after the first. The first is the student who holds the most expensive current paying monthly subscription (tie: the oldest); all of their subscriptions pay full price. Each monthly subscription of the other members gets the discount. A single student with two monthly subscriptions therefore gets no discount.
• It does not apply to class cards or to a subscription with an own price.
• It only changes due dates created after saving.

What the instructor sees

Only badges, with no amount, on attendance tiles, the student list and the profile header: Renew soon, Payment due, Paused. They cannot confirm or change anything.

Today (owner)

A "Overdue fees · N" card appears only when there are late payments.

What Martialnote does not do

It does not handle money, send payment links, produce receipts, invoices or taxes, send email reminders, or prorate. See limites.