Import the Fees and Charges Template

This task is for OC Site Managers and OC Fees and Charges Managers, or users with a custom role that has Manage Fees and charges permissions. 

The Fees and Charges module is available to be installed on main sites, subsites, and intranets in the ANZ region. The module allows you to import a list of fees and charges, so you can insert them into pages and automatically update them across your site.

To use the module, you must first download and configure the Fees and Charges CSV template in the Resources section of this article. 

Configure the Fees and Charges Template

Once you download the template, you can start inputting your fee data. You'll notice that the template provides nine columns for your fee information. These columns match up with the fields available when adding a fee manually. The columns are:

• External ID (Required): A unique identifier for the fee. This is used to match imported fees to fees already existing in your site, so you can update the details without creating a new one. If you re-upload the CSV file with a fee that has the same Name, but a different External ID, it will create a new fee. The External ID can contain letters, numbers, and hyphens (-), but no special characters. We recommend using the existing identification system your organization uses for their fees. Once a fee is imported into your site, you cannot edit the External ID.
• Name (Required): A descriptive name for the fee, to be used in the Fees list and when inserting the fee into a page. The fee Name has a limit of 70 characters.
• Amount (Required): The dollar value of the fee as numbers with up to two decimal places. You do not need to include the currency symbol.
• Unit: The criteria used for the fee to be inserted next to the Amount. For example, the Unit for: 
  • An overdue library item could be "per item"
  • A pet registration could be "per animal"
  • Hiring a council facility could be "per hour"
• Category (Required): Categories are used to organize and list your fees. You can use the Category when filtering your Fees list and when inserting multiple fees into content pages. Categories are spelling and case-sensitive; fees with the "animals" category will be listed separately than fees with the "Animals" category. Each fee can have only one category.
• Subcategory: Add additional subcategories to display when the fee is inserted into a page as a standalone element.
• GST: Add any GST information to be visible when the fee is inserted into a page as a standalone element.
• Notes: Add additional information pertaining to the fee to be visible when inserted into a page as a standalone element.
• Tags: Add Tags as a way of further specifying categories. You can use Tags when filtering your Fees list and when inserting multiple fees into content pages. You can add multiple tags to a fee by separating each tag by a comma.

When your CSV file is ready, you can import it into your site. We recommend maintaining a copy of the completed template externally, as you cannot export fees from the CMS.

Import Your Fees and Charges

With your completed Fees and Charges spreadsheet:

1. Go to More > Fees and charges in the main menu and select Import.
2. Select Upload Fees to select the template file from your computer. The system will validate your file, ensuring there are no errors, and the Status log will show how many fees will be imported.
3. Select Import. When complete, the Progress will be 100% and the Status log will show the number of fees imported.
4. Select Done and go to Fees to see the Fees list.

In the Fees list, you can add a fee manually, edit or delete existing fees, and use the search and filter options to find specific fees. You can also now insert the fees into content pages.

If there is an error when validating the file, select Download Report to see a CSV file including the row in which the error occurred and what the error was.

Add Fees Manually

If you need to add more fees, you can either re-upload your original template file with the new additions, or create them individually:

1. Go to More > Fees and charges > Fees.
2. Select Add New Fee.
3. Fill out the fee fields. These fields are the same as you would find in the template.
4. Select Create.

Edit a Fee

To edit multiple fees at once, you will need to re-upload the template file. Remember to ensure the External ID remains the same as your existing fees, but you can edit other details. To edit an individual fee:

1. Go to More > Fees and charges > Fees.
2. Search by the Fee name or ID, or filter by Categories or Tags to Search for the fee you want to edit.
3. Select the fee Name or select Edit from the cogwheel drop-down menu.
4. Make your changes and select Update.

Delete a Fee

Deleting fees cannot be undone; to recover those fees, you will need to re-upload the template file and insert them into pages again. To delete a fee:

1. Go to More > Fees and charges > Fees.
2. Search by the Fee name or ID, or filter by Categories or Tags to Search for the fee you want to delete.
3. Select Delete from the cogwheel drop-down menu, or select the fee and use the Delete button in the edit screen.
4. Select Delete in the confirmation box.

Delete multiple fees by selecting each corresponding checkbox in the Fees list and using the Bulk Actions menu to select Delete > Delete.

If a fee is deleted after it is inserted on a page, content authors will see a "Fee information unavailable" notice in the WYSIWYG Editor and the information will be removed from the live site.

Resources