ML Schedules™ Software provides District Admins with the ability to set up Additional Charges to be applied to requests. 


In some cases a district may not have a standard charge for custodial fees and it also may not be based on the exact number of hours the event is held (which is usually set up through Managing Fields). In this case the District may want the option to apply customized charges to the request or invoice, with flexibility of the number, hours and rate of the charge.


Additional Charges can be applied to:

  • A Request BEFORE an invoice has been created.
  • An Invoice AFTER the request has already been invoiced.


Setting up this feature:
1. Select Settings > Setup Items > Manage Additional Charges

2. Select the Add Icon (Add) to add a new charge.
3. Enter the name of the charge type in and click Save.


Note: Additional Charges would be anything that you want to have the flexibility to charge for. For example: Administration Fee, Custodial Fee, Security Fee, Microphone Fee, etc.


Add an Additional Charge BEFORE an Invoice has been created

Applying Additional Charges to a Single Request:



1. Select Requests > View All Requests from the drop down menu.


The Requests listing page will be displayed.




2.  Select the View Icon () to display the Request Information screen for the request you want to add the Additional Charge to.




3.  Scroll down to the Cost Breakdown Section.



4. To add an Additional Charge, select the Add Icon () to display the Additional Charge on Request page.


5. Select the Charge type from the drop down.


6. Enter the Quantity (i.e.how many you are charging).


7. Enter the Hours you are charging for.


8. Enter the Rate you are charging.


9. Select the Save button.


10. To add another Additional Charge repeat steps 3-9.


This will apply the Additional Charge to the total event cost, which will now be displayed in the Cost Breakdown section.


Note: To edit an existing Additional Charge, select the Edit Icon (Edit).




Applying Additional Charges to a Multiple Requests at Once:



1. Select Requests > View All Requests from the drop down menu.


The Requests listing page will be displayed.




2.  Select the View Icon () to display the Request Information screen for the request you want to add the Additional Charge to.



3.  Select the View All Occurrences or View All Requests button at the top right of the screen.




A list of all the Recurring Request occurrences will be displayed.



4. Either check the "Select All" command at the upper left of the screen or select individual event check boxes for those occurrences that you want to add the Additional Charge(s) to.



5. From the Edit Event screen, scroll down to the Cost Breakdown Section.



4. To add an Additional Charge, select the Add Icon ().


5. Select the Charge type from the drop down.


6. Enter the Quantity (i.e.how many you are charging).


7. Enter the Hours you are charging for.


8. Enter the Rate you are charging.


9. Select any users you would like to notify of the charge and Select the Save and Send Update E-mail button.



Note: You will not need to notify the Requestor yet, as they will receive an email with this information when you choose to send the actual invoice.


10. To add another Additional Charge repeat steps 3-9.


This will apply the Additional Charge to the total event cost, which will now be displayed in the Cost Breakdown section.


Note: To edit an existing Additional Charge, select the Edit Icon (Edit).




Add an Additional Charge After an Invoice has been created


1. Select Invoices > Open Invoices


2. Search on the Invoice ID number at the top of the page.


3. Select the Magnifying Glass () to view the Invoice details page.

4. Select the Add Additional Charge button at the bottom of the Invoice details page.



5. Enter the Charge Type, Description, Quantity, Hours, and Rate. Select the Add Charge button to add the additional charge to the invoice.





Watch this short video to learn how to Manage Additional Charges


Managing Additional Charges from MasterLibrary.Com, LLC on Vimeo.