When using Global Tuition Charges to globally process tuition, you have an option to automatically Detect Duplicate Charges. It is essential to understand how duplicate charges are detected if you plan to use this feature.

Duplicate charges are detected using Charge Categories. Whenever you create a charge in iClassPro, you assign it to a charge category. For a deeper explanation of how charge categories are used, please refer to the article in the billing section of the iClassPro Knowledgebase called "Charge Categories."

For example, most gyms who use monthly billing would create a charge category to charge tuition each month- such as "2011 August Tuition." Then, any tuition fees that are processed for August 2011 enrollments would be assigned that charge category (both manually and from the Global Tuition Charges Transaction). Other non-tuition charges would be processed under separate charge categories such as "Registration Fees," "Meet Fees," "Uniforms," or "Merchandise."

When you run Global Tuition Charges, the option to detect duplicate billing is checked at the bottom of the transaction window. If you do not wish to use the Detect Duplicate Charges feature, simply un-check the "Prevent Duplicate Transactions" option. 

What's the difference between detection periods?

There are several periods to choose from to tell the program how to detect duplicate charges. A description of each option is provided below:

1 Month- The 1 Month option will only search family ledgers for the last 30 days for a transaction using the charge category specified at the top of the screen.

1 Year- The 1 Year option will search for transactions in family ledgers for the last 365 days using the specified charge category at the top of the screen.

6 Months- The 6 Months option will search the last six months for family ledger entries using the charge category specified at the top of the screen.

All Previous by Charge Category Only- This option will search the entire family ledger history and all enrollments for that family using that charge category. This is the default option for the transaction period.

All Previous by Enrollment and Charge Category- This option will search the family's ledger for charges created with that charge category and tied specifically to the enrollments it is billing for.  

What happens when iClassPro detects a duplicate charge?

If the software detects a duplicate charge, it will display red text next to the charge in the preview window and automatically un-check the family so they do not receive a charge. You may investigate the duplicate charge by viewing the family ledger. To do this without leaving the page, click on the family icon next to the parent or guardian name.

If you have further questions, please contact iClassPro at 903-353-9329, support@iclasspro.com, or submit a support ticket.