IN BRIEF
The Class Tuition Charges task (formerly called Global Tuition Charges) allows you to preview and post tuition charges in bulk for all students enrolled under a specific billing schedule. It must be run separately for each billing schedule and, for accounts with multiple locations, separately for each location.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Record Keeping
- Troubleshooting & FAQs
- Related Articles
Overview
The Class Tuition Charges task enables administrators to bill multiple students at once by applying tuition charges tied to a specific billing schedule. This feature ensures consistency across accounts and supports prorated billing for varying enrollment periods.
Key uses include:
- Creating bulk tuition charges across classes using the same billing schedule.
- Preventing duplicate or overlapping charges.
- Applying Early Bird Discounts or tax overrides.
- Generating downloadable records for bookkeeping.
Accessing the Feature
- From the main navigation menu, go to Transactions.
- Select Class Tuition Charges from the menu on the left.
Step-by-Step Instructions
Running Class Tuition Charges
Follow these steps to create and post charges for your selected billing schedule:
- Navigate to Transactions > Class Tuition Charges.
- Select a Charge Category to label the charge being created.
- Choose the Billing Schedule you want to create charges for.
- Under Student Active, select the desired date type:
- As Of Date – applies charges as of a specific date.
- In Month Of – applies charges for an entire month.
- Within the Range Of – applies charges across a date range.
- When using In Month Of or Within the Range Of, if a tuition override is active on the first day of the range, it applies to the entire billing period.
- Enter a Charge Date to define when the fee is assessed.
- NOTE: Future-dating is allowed but not recommended, as it complicates financial reports.
- Enter a Due Date to specify when the payment is due.
- (Optional) Select Allow Early Bird Discounts and enter an Early Bird Cutoff Date to enable temporary discounts for early payments.
- (Optional) Check Charge Tax and choose a Tax Rate to apply.
-
(Recommended) Keep Prevent Duplicate Charges selected. Choose a time frame for the “Within the Past” filter:
- All by Enrollment and Charge Category – prevents duplicate charges only within matching enrollments. (This option is recommended if using unique charge categories every year, such as "January 2020 Tuition", "January 2021 Tuition", etc.)
- All by Charge Category Only – prevents duplicate charges across the entire family ledger. (This option is best used for one-time use charge categories.)
- 1 Year – prevents duplicate charges created within the past 365 days.
- 6 Months – default option; best for monthly billing using recurring charge categories.
- 1 Month – checks for duplicate charges created within the last 30 days.
- Select Preview to generate the billing preview (created as a background task).
- Review the Filter Summary and verify all enrollments and charges.
- Entries highlighted in blue will be billed.
- Duplicates appear in orange and are deselected automatically.
- $0 tuition amounts are automatically deselected.
- Calculation errors display messages such as:
- “Pricing was not found for [Row #], so Row [Previous Row #] will be used instead.”
- “[Row #] exceeds maximum row [Highest Row #], so Row [Previous Row #] will be used instead.”
- If needed, expand individual entries to see how tuition prices were calculated, including any discounts or prorations.
- Make any necessary corrections and rerun the preview to update results.
- When ready, select Process to post the charges. You can monitor progress in Background Tasks.
Additional Details
- Discounts apply only to enrollments at the same location.
- Multi-location accounts must run the task separately per location.
- For accuracy, ensure blackout dates are set to cover session gaps.
- Early Bird Discounts revert to full price automatically after the cutoff date.
- Tax overrides apply only if the class is not marked as tax-exempt.
Record Keeping
Once complete, the task status will read "Done" and a down arrow will appear next to the task. Clicking the down arrow will take you to a summary page of all charges that were processed and the filters used for creating the charges. To save this information, click Save to CSV. This document will also generate in your background tasks. Once complete, click on the document icon or down arrow to save the file for your records.
NOTE: The Process Result file will include a column noting any errors that may have been detected when creating tuition charges. You may need to make manual corrections to these entries.
Troubleshooting & FAQs
-
Why am I seeing duplicate charges?
- Verify that “Prevent Duplicate Charges” is enabled and that the “Within the Past” filter is set to an appropriate duration (for example, six months or one year).
-
Why were some students not billed?
- Confirm that their enrollments fall within the selected Student Active date range and that their billing schedule matches the one used in the task.
-
Why are some charges marked in orange in the preview?
- These indicate detected duplicates, zero-value tuitions, or pricing errors requiring review before processing.
-
Why did the system apply the wrong tuition price?
- Expand the entry in the preview to review the applied tuition schedule and discounts. Adjust class or tuition setup as needed and rerun the preview.
-
How can I verify that charges posted successfully?
- Check the Background Tasks section for a “Done” status and download the associated CSV file to review processed charges and any detected errors.