Adding a miscellaneous charge

Miscellaneous Charges allow you to add additional fees in Xap, such as for events, excursions, or other non-standard charges.

Charges can be applied as either a one-time fee or a recurring charge, providing flexibility to suit your service's billing requirements.

Items:

• Adding a Misc. Charge
• Applying a once off Miscellaneous Charge to an Individual Payment Account
• Applying a once off Miscellaneous Charge to Bulk Payment Accounts
• Applying a Recurring Miscellaneous Charge to Individual or Bulk Payment Accounts
• Applying a Charge to Individual or Bulk Children

Adding a Misc. Charge

1. Select the Payments & Billing screen from the left-hand menu
2. Select Misc. Charges
3. Select the green +add button

Applying a once off Miscellaneous Charge to an Individual Payment Account

1. Select the Centre name if you are in enterprise mode (single Centre the name will automatically display)
2. Select Payment Account
3. Select the Account name from the drop-down
4. Set the Charge Date
5. Select the charge name e.g. Admin Fee
6. Adjust the charge $ amount if applicable
7. Add a further description if applicable
8. Select Never for repeating
9. Select Save

Applying a once off Miscellaneous Charge to Bulk Payment Accounts

1. Select the Centre name if you are in enterprise mode (single Centre the name will automatically display)
2. Select Payment Account
3. Select the Account names from the drop-down
4. Set the Charge Date
5. Select the charge name e.g. Admin Fee
6. Adjust the charge $ amount if applicable
7. Add a further description if applicable
8. Select Never for repeating
9. Select Save

Applying a Recurring Miscellaneous Charge to Individual or Bulk Payment Accounts

1. Select the Centre name if you are in enterprise mode (single Centre the name will automatically display)
2. Select Payment Account
3. Select the Account name/s from the drop-down
4. Set the Charge Date
5. Select the charge name e.g. Admin Fee
6. Adjust the charge $ amount if applicable
7. Add a further description if applicable
8. Select Repeat option

• Daily
• Weekly
• Monthly

9. Set the Frequency e.g. Every 1 month(s) on Day of the month

10. Select either

• Specific Date - Date to end the misc. charge from applying
• No. of Payments - Cease misc. charge after e.g. 10 times.

11. Select Save

Applying a Charge to Individual or Bulk Children

As per the above examples, the Children option, allows you to apply the charge at a per child level.
This may be for e.g.

• Children who attend on a certain day/room for an incursion/excursion
• Children with specific Tags eg. Bus
• Centre merchandise per child

To apply the misc. charge per child:

1. Select the Centre name if you are in enterprise mode (single Centre the name will automatically display)
2. Select Children
3. Select the Advance Search (this will allow you to apply filters to select the required children)
4. Select the Bookings from Date
5. Set the Bookings To Date
6. Apply Additional Filters as required
7. Select Search
8. Selected children from the filters will display, adjust as required.
9. Set the Charge Date
10. Select the charge name e.g. Excursion
11. Adjust the charge $ amount if applicable
12. Add a further description if applicable
13. Select Repeat option (if applicable)

• Never
• Daily
• Weekly
• Monthly

9. Set the Frequency e.g. Every 1 month(s) on Day of the month (if repeating)

10. Select either (if repeating)

• Specific Date - Date to end the misc. charge from applying
• No. of Payments - Cease misc. charge after e.g. 10 times.

11. Select Save

Updated on: 09/09/2026