IN BRIEF:
The Miscellaneous/Group charge feature allows administrators to create bulk charges for non-tuition and non-Anniversary items directly from the FAMILIES or STUDENTS page. These charges are commonly used for uniform fees, competition fees, equipment costs, and other one-time items not tied to tuition. The System creates one charge per selected family or student, depending on the page used.
Overview
Miscellaneous/Group charges are used to apply non-tuition and non-Anniversary fees to multiple families or students at once. These charges are ideal for bulk items such as:
- Competition fees
- Uniform costs
- Equipment charges
Important notes include:
- Charges in iClassPro are tied to specific Locations. If your organization uses multiple Locations, confirm the correct Location is selected at the top of the screen before creating charges.
- Creating Miscellaneous/Group charges from the STUDENTS page still results in charges tied to families, not to individual students. The charge window title will display New Charge :: Multiple Families in all cases.
Accessing the Feature
You can create Miscellaneous/Group charges from either:
- The FAMILIES page (creates one charge per selected family)
- The STUDENTS page (creates one charge per selected student’s family)
Suggested report usage for locating recipients:
- Use Search filters to narrow your list.
- If using Class/Program filters, limit results to ACTIVE families/students to avoid charging individuals with inactive or ended enrollments.
Step-by-Step Instructions
Creating a Miscellaneous/Group charge
From the FAMILIES page, you will be creating one charge per selected family.
From the STUDENTS page, you will be creating one charge per selected student.
- Use the Search filters to find the group of families you wish to charge. (Be sure to limit the results to ACTIVE families/students if you are using Class/Program filters, to ensure that you only charge active enrollments.)
- Select the families/students you wish to charge or click "Select All" to choose all of them.
- In the page footer, click the Create a Charge button (the icon that looks like a stack of coins).
- In the New Charge window, choose the line item type "Other" to create the charge.
- Adjust the Charge Title and Dates at the top of the window. (The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.)
- Select a Program and Charge Category, and enter the Amount for the charge.
- (optional) To apply a Discount or charge Tax on a specific line item in the charge, use the fields below the line item amount.
- Click Add Line Item to add this line item to the charge entry.
- Repeat steps 5-7 for any additional items in the charge.
- Click Create to save all line items in this charge window.
NOTE: When creating miscellaneous/group charges from the STUDENTS page, the charge window title will still show New Charge :: Multiple Families, since miscellaneous charges are connected to families and not directly to students.
Record Keeping
When mass charges are created (whether by family or student):
- A background task is automatically generated.
- This task includes a downloadable CSV file listing:
- All successful charges
- Any failed charges, including student/family names
Troubleshooting & FAQs
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Why should I avoid future-dating charges?
- Although the System allows future-dated charge entries, it is not recommended. Future-dated charges can cause inconsistencies when reconciling payments and reviewing financial reports.
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Why does the charge window show “New Charge :: Multiple Families” even when charging from the STUDENTS page?
- Miscellaneous/Group charges are always tied to the family ledger. For this reason, the window title reflects that the System is creating family-level charges, even when the action originated from the STUDENTS page.