IN BRIEF
The Event Tuition Charges task allows administrators to preview and process outstanding event tuition charges in bulk for students enrolled in one or more events. This task is especially useful for events that do not automatically bill at enrollment, such as events in request mode, or when staff-entered enrollments need to be reviewed and billed manually. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
• Troubleshooting & FAQs
• Related Articles

Overview

Event Tuition Charges (previously called Global Block Charges) is a bulk billing task used to create event tuition charges for students with event enrollments. The task can evaluate whether a deposit or the full tuition amount has already been billed and then create charges only for the remaining unbilled amounts.

This task is not required for businesses that:

• Require payment in full at signup through the Customer Portal.
• Require a deposit at signup through the Customer Portal.

However, it may still be used as a precaution to confirm that all event enrollments have been billed correctly, particularly if some enrollments were entered manually by staff.

The task is especially helpful for businesses using events in request mode. In request mode, enrollments are not billed automatically because staff approval is required before the enrollment is finalized. Once approved, both deposits and remaining tuition balances can be billed using this task.

Important notes:

• Accounts with multiple locations must run the Event Tuition Charges task separately for each location.
• The location selected at the top of the screen determines which location is being billed.

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Accessing the Feature

1. From the main navigation menu, go to Transactions.
2. On the left-side menu, select Event Tuition Charges.

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Step-by-Step Instructions

Follow the steps below to preview and process event tuition charges for eligible enrollments.

1. Navigate to TRANSACTIONS>EVENT TUITION CHARGES.
2. Select a Billing Type for the charges:
   • Deposit Only
   • Full Unbilled Amount
3. Use the Student Active filter to define which event enrollments should be evaluated:
   • Select the date type.
   • Enter a specific date, month, or custom date range.
4. Enter a Charge Date to indicate when the charge is assessed.

Note: While future-dated charges are supported, they are not recommended because they can complicate financial reporting and payment tracking.

1. Enter a Due Date to indicate when payment is expected.
2. (Optional) Select Bill Only Selected Events to limit billing to specific events rather than all events within the selected date range.
3. (Optional) To incentivize early payment:
   • Select Allow Early Bird Discounts.
   • Enter an Early Bird Cutoff Date.
4. Select Preview.
   • The preview runs as a background task and typically opens automatically if you remain on the page.
5. Review the Filter Summary at the top of the preview by selecting Show.
6. Review the calculated charges:
   • All enrollments matching the selected filters are listed.
   • Enrollments highlighted in blue will be billed.
   • Expanding an enrollment shows how the tuition amount was calculated, including discounts or proration.
   • Note: If changes are made to events or enrollments following the preview, a new preview must be run to reflect those updates.
7. When ready, select Process to post the charges to customer accounts.
   • Processing time may vary depending on the number of enrollments. Progress can be monitored in the background tasks area.

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Troubleshooting & FAQs

• What is the difference between Deposit Only and Full Unbilled Amount?
  • Deposit Only evaluates whether the event deposit has already been charged. If no qualifying deposit charge exists on the family ledger, the deposit amount is created as a new charge.
  • Full Unbilled Amount evaluates whether the full event tuition has been charged. If not, the remaining balance is created as a charge.
• How does the System determine whether a charge already exists?
  • The System checks the family ledger for an existing charge:
    • Using the event tuition charge category.
    • Linked to the specific event enrollment.
    • Equal to or greater than the deposit or tuition amount defined in the event’s pricing schedule.
• Q: How are percentage-based deposits calculated?
  • Percentage-based deposits are calculated using the event tuition amount only. Additional costs from user-defined questions are not included in the deposit calculation.
• What happens if the pricing schedule changes after enrollment?
  • If pricing schedules or amounts change, the pricing in effect at the time the Event Tuition Charges task is run is used for both deposit and full tuition evaluations.
• What happens after processing is complete?
  • The task status displays “Done.”
  • A summary page becomes available showing all processed charges and applied filters.
  • A Save to CSV option is available to export the results.
  • The exported file also appears in background tasks.
  • Note: The Process Result file includes a column identifying any errors detected during charge creation. These entries may require manual review or correction.

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Related Articles

• How Do I Create a New Event? (Event Setup)
• How Do I Create/Edit an Event Pricing Schedule?
• What are Early Bird Discounts?
• How Do I Configure Event Registration Settings? (Other Settings)
• What are Background Tasks?

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