iClassPro Support

Anniversary Charges

Anniversary Charges in iClassPro are recurring charges which are billed on either a per family OR a per student basis when a customer is actively enrolled at your facility. Many businesses also refer to this as a registration fee or membership fee and it is normally billed to accounts every 12 months based on the day the family/student first enrolled.

Where Do I Set Up Anniversary Charges?

Anniversary Charges are configured in Settings > Setup > General Settings > Anniversary Charges.

  • Type of Fees - select whether the fee is issued per student or per family. (Also determines whether the anniversary fields are shown under the family or student profiles.)
  • Location Method - Choose to issue one fee for all locations or separate fees per location.
  • Anniversary Timeframe - Enter the number of months between charges.
  • Fee Amount - Enter the amount that should be billed (all locations).
  • Location Fee Override - If billing per location, designate the amount be billed for specific locations.

Customer Expectations

If certain families or students have an exception to the general anniversary setup - such as being exempt or paying an amount other than the one in settings - these items can be overridden by editing either the family or student (depending on the type of fees setting).

Each customer will have three fields located in either the family details or student details which are taken into consideration for anniversary charge billing. These fields are:

  • Last Anniversary Charge Date - a quick reference field for the charge date of the most recent anniversary line item charge on the customer's ledger.
  • Anniversary Charge Eligibility Date - a field which by default, tracks the initial signup date for the student (when the student was created) but can also be future dated to defer anniversary charges for a period of time. If this date is in the past, it has no effect on future charges.
  • Anniversary Fee Override - a field which allows staff members to bill a specified amount for this family or student at all times.

Note: Anniversary charges cannot be discounted for multiple students or be capped (no maximum charge amount) per family when issuing the fees once per student.

Note: Promotional Codes cannot be applied toward anniversary charges.

How Do Anniversary Charges Get Tracked/Applied?

iClassPro's Anniversary Charges are not applied automatically. 

Anniversary fees can be applied in one of three ways:

  1. From the Transactions Page, using the Anniversary Charges task.
  2. From the Parent Portal, during online registration.
  3. Manually, from the customer's ledger using the Anniversary line item type.

To distinguish anniversary fees from other charges placed on accounts, iClassPro records and tracks how and when families have been billed for anniversary charges using the line item type "Anniversary". 

From the parent portal or from the transactions page, iClassPro will use the settings for the anniversary timeframe to determine if the customer is eligible for a charge (NOT the customers original anniversary date). When billing from the customer's ledger, the charge can be created at any time regardless of the last time they were billed.

Most businesses will use a combination of all three methods to bill for anniversary charges. Keep reading for more information about how each of these options works.

Anniversary Charges from the Transactions Page

Account-wide billing tasks are performed from the Transactions page in iClassPro. For each of your business' billing cycles, we have a list of recommended tasks available in the Billing Operations Checklist to create a smooth billing process for your employees and customers to follow.

Some customers may remain enrolled in the same class or camp for longer than a year or simply may not choose to use online registration when changing enrollments (leaving the opportunity for the anniversary charges to not be applied). For these reasons, we recommend that businesses use the Anniversary Charges task located under the transactions page regularly to ensure that no students are missed.

Anniversary Charges Tax
Below is an overview of the available options and filters when applying Anniversary Charges globally:

  1. Choose an Income Program and Charge Category. These will be the labels used to create the charge on customer ledgers (and will determine how payments are applied/shown in financial reports).
  2. Under the Enrolled In drop down, choose whether to bill the fee for families/students based on whether they are enrolled in classes, camps or both.
  3. Choose a Student Active option to determine when the customer must be enrolled to be eligible for this billing. Using the "In Month Of" option allows you to pre-bill for customers who will be active in the selected month and are due at any point before that month is over (recommended). Using an "As of Date" will allow you to bill this fees for any customers which are active as of that date and due on or before that date.
  4. Select a Charge Date to indicate when the fee is being assessed (In financial reports, payments will not show as applied to these charges until the charge date.)
  5. Select a Due Date to indicate to the customer when payment is due for the charges.
  6. (OPTIONAL) To Charge Tax on top of anniversary prices, check Charge Tax and select the Tax Rate.
  7. (OPTIONAL) Check Ignore Previous Anniversary Charges to bill all active customers at once (ignores eligibility timeframe and bills all active customers as long as their Anniversary Charge Eligibility Date is not in the future).
  8. (OPTIONAL) If you choose to enter an amount in the Override Anniversary Fee box, this amount will be billed to all customers in the preview instead of the anniversary charge amount in settings. 
  9. Click Preview. Once the background task for your preview is finished processing, it will open.
  10. From the preview, de-select any customers you do not wish to bill. Selected customers will be marked with a blue box. When de-selected, the selection box is white.
  11. Click Process to issue the charges to all selected customers.

Anniversary Charges from the Parent Portal

Anniversary charges can be automated for online registration if you allow customers to register and be automatically approved for classes and/or camps in the Parent Portal.

After the customer adds a class or camp to their cart in the Parent Portal and chooses to Proceed to Checkout, the anniversary charge (labeled registration fee) is added to the cart either once for the family or once per student being enrolled (depending on the type of fee specified in your Anniversary Settings.

Note: If a class or camp enrollment is submitted as a request, the customer will not be charged for the anniversary charge because the student must have an active (approved) enrollment before being eligible for the charge.

Parent Portal Anniversary Charge Settings

The settings which dictate whether an anniversary charge is billed during checkout in the Parent Portal can be found under Settings > Parent Portal. Anniversary charges can be enabled for just classes, just camps or for both classes and camps by following the instructions below.

Class Registration Instructions

To enable anniversary charges to be added to the cart when a student is automatically approved and successfully enrolled in a class using the Parent Portal:

  1. Expand the Class Registration section of the Parent Portal Settings. 
  2. Select the box for Anniversary Fee.
  3. Select an Anniversary Fee Charge Category from the drop down menu.
  4. (Optional) select an Anniversary Fee Tax Rate from the drop down menu.
  5. Select an Anniversary Fee Program from the drop down menu
  6. Scroll to the bottom of the page and click Save Settings.

Camp Registration Instructions

To enable anniversary charges to be added to the cart when a student is automatically approved and successfully enrolled in a camp using the Parent Portal:

  1. Expand the Camp Registration section of the Parent Portal Settings. 
  2. Select the box for Anniversary Fee.
  3. Select an Anniversary Fee Charge Category from the drop down menu.
  4. Scroll to the bottom of the page and click Save Settings.

Anniversary Charges from the Customer's Ledger

To see if a customer is eligible for the fee when manually registering and billing a student you can view the last charged date by editing either the family or the student (depending on the type of fee selected in your settings). This step is vital because iClassPro will not prevent you from manually adding anniversary charge to a customer's account, regardless of the last date in which the customer was charged the fee.

To create an anniversary charge:

  1. Click on the ledger icon next to the family or student.
  2. Click New Charge.
  3. Enter a Charge Date to indicate when the fee is being assessed. In financial reports, payments will not show as applied to these charges until the charge date.
  4. Enter a Due Date to indicate to the customer when payment is due for the charges.
  5. Select the line item type Anniversary from the drop down menu.
  6. Choose a Student to relate the charge to.
  7. Enter a Program and Charge Category to label the charge for financial reports.
  8. (OPTIONAL) Edit the Line Item Title, Amount, Discount and Charge Sales Tax options as needed.
  9. At the bottom of the window, click Save to record the charge.

Need More Assistance?

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