IN BRIEF
The TRANSACTIONS page provides tools for generating charges, payments, and credits in bulk. It also offers options to drop class enrollments based on selected criteria and to send Statements to customers. These tasks help manage billing workflows efficiently across classes, camps, and appointments.
Overview
The TRANSACTIONS page allows administrators to run bulk billing tasks related to class enrollments, camps, appointments, and customer payments. Each task processes items in bulk based on filters such as program, billing schedule, or customer account status.
Since tasks are enrollment-specific, organizations with multiple locations must run each task separately per location. The selected location in the location toggle (upper-left corner of the screen) determines where the task is executed.
Accessing the Feature
- From the main navigation toolbar, select TRANSACTIONS.
- Choose the desired task from the available options.
Step-by-Step Instructions
The TRANSACTIONS page includes several tasks. Each task allows you to perform a specific billing action for multiple customers at once.
Class Tuition Charges
Generates outstanding class tuition charges in bulk for students tied to a specific billing schedule.
- Preview and post (process) charges for all students assigned to a selected billing schedule.
- Must be run separately for each billing schedule your organization uses.
- Processes all students with ACTIVE class enrollments linked to the chosen schedule.
More Details
- Generates class tuition fees based on configured billing schedules.
- Ensures charges are created consistently and efficiently across enrolled students.
Camp Tuition Charges
Generates outstanding camp tuition charges in bulk for students enrolled in one or more camps.
- Preview and post (process) camp tuition charges for all applicable camp enrollments.
- Processes all students with active camp bookings linked to selected camps.
More Details
- Supports multiple camps in a single run.
- Ensures camp fees are generated uniformly for all participants.
Appointment Tuition Charges
Generates appointment tuition fees in bulk for students with one or more appointment bookings.
- Preview and post (process) tuition charges for appointment-based activities.
- Applies to all bookings tied to selected appointment types.
More Details
- Useful for organizations using the Appointments Feature for private lessons or specialized sessions.
- Ensures all booked appointments generate the appropriate charge.
Class Drops
Drops active enrollments in bulk based on selected criteria.
- Drop students filtered by:
- Programs
- Billing schedules
- Keywords
- Specific classes
- Also supports dropping students with outstanding class tuition charges to free up class space for customers ready to pay.
More Details
- Helps manage delinquent accounts by removing unpaid enrollments.
- Ensures enrollment slots are available for paying customers.
Late Charges
Generates late fees for outstanding charges past their due dates.
- Applies late fees in bulk to accounts with overdue balances.
- Uses configured late fee rules and schedules.
More Details
- Ensures timely assessment of late fees for consistent billing practices.
Anniversary Charges
Generates Anniversary Charges in bulk for students/families who have not yet been charged according to your settings.
- Uses your configuration under Settings > Setup > General Settings > Anniversary Charges.
- Identifies customers who are due for an Anniversary Charge based on the charge interval settings.
More Details
- Ensures customers are billed for Anniversary Charges consistently and on schedule.
Payments
Performs auto-payment tasks for customer accounts.
More Details
- Supports efficient processing of large batches of payments.
- Helps maintain up-to-date account balances.
Apply Credits and Unapplied Payments
- Finds all customers with:
- One or more outstanding charges, and
- Unused account credit
- Applies available credit toward outstanding charges automatically.
- Recommended to run before the “Charge from Merchant Accounts” option.
Charge from Merchant Accounts
- Processes stored credit card or eCheck payment methods for customers with outstanding charges.
- Attempts to collect payment for all eligible charges in bulk.
Statements
Generates or emails Statements for customers in bulk.
- Email or print Statements based on selected filter options.
- Useful for communicating current balances and recent account activity.
More Details
- Allows batch sending of Statements to multiple families at once.
- Supports various filtering options to tailor Statement delivery.
Credits
Adds account credits to multiple customers in bulk.
- Issue a specific credit amount to selected families.
- Useful for promotions, goodwill credits, or manual adjustments.
More Details
- Filters allow targeting specific customer groups.
- Applies the selected credit amount uniformly across chosen accounts.
Troubleshooting & FAQs
-
Why did charges or drops only process for one location?
- Tasks run only for the location selected in the location toggle. Ensure the correct location is selected before starting any task.
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Why are some students not included in a Class Tuition Charges run?
- The task only processes students with ACTIVE enrollments tied to the selected billing schedule.
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Why did some customers not receive Statements?
- Validate your filter selections and confirm that customers have valid email addresses on file.
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Why did stored payment methods fail during the Charge from Merchant Accounts task?
- A payment may fail if the stored method is expired, invalid, or declined by the issuing bank.
Related Articles
- What is the Class Tuition Charges Task?
- What is the Camp Tuition Charges Task?
- What is the Appointment Tuition Charges Task?
- What is the Class Drops Task?
- What is the Late Charges Task?
- What is an Anniversary Charge/Anniversary Fee?
- How Do I Process Payments from Stored Payment Information?
- How Do I Run the Statements Task?
- How Can I Issue Mass Credits?