It all starts here
Charge codes
The reusable definitions of everything you're allowed to bill — and what it costs.
they define the things you bill for…
Primary charge codesstandalone billable items
Coattail charges
Housing
a double room
DBLRM
Meal plans
a deluxe plan
MEALDLX
Damage fees
for damages
RLDMG
Ad-hoc charges
manual one-offs
RLCHRG
Percentage
e.g. a tax
DBLRMTAX
Flat amount
e.g. a linen fee
DBLRMLIN
Cycle cost overrides give a bed or meal plan its own per-cycle price — a custom rate, a swapped code, or disabled entirely.
Coattails ride on a primary charge code — each set up as a flat amount (its own fixed value) or a percentage of the primary it rides.
each one becomes a…
The unit of billing
Transaction
A single charge — or credit — on the student's account. This is what the whole system runs on.
Debit — a charge the student owesCredit — a refund or payment
every transaction goes two places
Tracked in
User balance
Housing.Cloud's running tally of a student's transactions — one balance per student, per cycle. It's how you see what they owe.
One balance per student, per cycle
They travel out to
Your SIS
Transactions leave the system one by one to build the student's official financial record.
Explicit — the transaction is the bill.
Implicit — the SIS bills housing & dining from the data we send.