IN BRIEF
Manually creating a charge on the family ledger allows administrators to add tuition, fees, discounts, or miscellaneous charges directly to a family or student account. This process supports multiple Line Item Types and optional discounts or taxes, depending on how the charge is configured.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Configure the charge header
  • Select a Line Item Type
  • Complete required line item details
  • Apply optional discounts or tax
  • Add additional line items (optional)
  • Save the ledger entry
• Staff Permissions Note
• Troubleshooting & FAQs
• Related Articles

Overview

Manual charges are created directly on the family ledger and are commonly used for tuition adjustments, anniversary fees, Pro Shop items, or other custom charges that are not automatically generated by the System.

Important Note: If you are using a multi-location iClassPro account, confirm that the correct Location is selected at the top of the page before creating the charge. The selected location determines which programs, tax rates, and financial reporting the charge is associated with.

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Accessing the Feature

1. From the main navigation menu, go to the FAMILIES or STUDENTS page.
2. Search for and open the family or student you want to charge.
3. Select the Ledger icon ($) to open the ledger options.
4. Select New Charge.

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Step-by-Step Instructions

Configure the charge header

Review or update the Charge Title, Charge Date, and Due Date at the top of the window.

• If left blank, the Charge Title automatically populates using the first line item title.
• The Charge Date and Due Date default to the current date.

Important Note: While it is possible to future-date charges, this is not recommended because it can make tracking payments in financial reports more difficult.

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Select a Line Item Type

1. Select the Line Item Type drop-down menu.
2. Choose the appropriate line item type:
   • Class Tuition
     • Used for class enrollments.
     • Amount and program populate automatically.
     • Amount can be manually edited.
   • Camp Tuition
     • Used for camp enrollments.
     • Amount and program populate automatically.
     • Camp charges must be discounted if adjustments are needed.
   • Anniversary
     • Used for anniversary fees.
     • Amount and program populate automatically.
     • Amount can be manually edited.
   • Other
     • Used for custom or miscellaneous charges (such as Pro Shop items).
     • Amount must be entered manually.
   • Discount
     • Applies a discount to the entire charge, including all line items.
   • Promo Code
     • Applies the selected Promo Code once to all tuition-related line items in the charge.

Important Note: When a Promo Code is manually added as a line item, it applies to all line items in that charge. If a specific line item should not be discounted (such as an Anniversary fee), create it as a separate charge, not as part of the same charge entry.

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Complete required line item details

Use the drop-down menus to the right of the selected line item to choose:

• Student or enrollment (for tuition and anniversary charges)
• Program
• Charge category

Additional behavior to be aware of:

• Class, camp, and anniversary charges automatically populate the amount and program.
• Class and anniversary amounts can be edited directly.
• Camp charges require a discount to adjust the amount.
• Miscellaneous Other charges require manual amount entry.

Important Note: If the family has Special Discounts enabled, applicable discounts are created automatically when each line item is added, or when Create or Create & Make Payment is selected.

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Apply optional discounts or tax

• (Optional) Apply a Discount or enable Charge Sales Tax for the specific line item.
  • Sales tax is automatically enabled and populated if the associated program has a tax rate configured.

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Add additional line items (optional)

1. (Optional) Select Add Line Item to add the current line item to the charge.
   • This clears the entry fields and adds the line item to the list in the middle of the window.
2. (Optional) Repeat the previous steps to add additional line items as needed.

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Save the ledger entry

Select one of the following options:

• Create
  • Saves each line item as a separate ledger entry.
• Create & Make Payment
  • Saves all line items and opens the New Payment window.

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Staff Permissions Note

Staff members must have the Change Charge Amount permission to make any edits to the charge, including:

• Manually editing amounts
• Adjusting discounts
• Adding Discount or Promo Code line items

See How Do I Configure Staff Permissions and User Groups? for more information about configuring staff permissions.

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Troubleshooting & FAQs

• Why can’t I edit the charge amount or add a discount?
  • The staff member must have the Change Charge Amount permission enabled.
• Why did a Promo Code apply to all line items?
  • Promo Codes added manually apply to all line items in the charge. To prevent this, create excluded items as a separate charge.
• Can I future-date charges?
  • Yes, but it is not recommended because future-dated charges can complicate financial reporting.

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Related Articles

• How Do I Manually Create Class Tuition Charges?
• How Do I Manually Create Camp Tuition Charges?
• How Do I Manually Create Appointment Tuition Charges?
• How Do I Manually Create a Charge for a Party?
• How Do I Configure Staff Permissions and User Groups?

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