When using Class Tuition Charges to bill class tuition, you have an option to automatically Detect Duplicate Charges. It is essential to understand how duplicate charges are detected if you plan to use this feature.
Duplicate charges are detected using Charge Categories. Whenever you create a charge in iClassPro, you assign it to a charge category which acts as a label for the type of charge you are creating.
For example, most gyms who use monthly billing would create a charge category to charge tuition each month- such as "August Tuition." Then, any tuition fees that are processed for August enrollments would be assigned that charge category (both when creating chargesmanually and from the Class Tuition Charges task under Transactions). Other non-tuition charges would be processed under separate charge categories such as "Registration Fees," "Meet Fees," "Uniforms," or "Merchandise."
When you run Class Tuition Charges, the option to detect and prevent duplicate charges is selected by default. Choose the time period the software uses to look for the duplicate charges on family ledgers by adjusting the "Within the Past" drop down menu. This detection period will tell the software to search family ledgers for that length of history to find any charges connected to the same enrollment(s) being billed which used the same charge category being applied now. Enrollments with charges that match that description are then automatically de-selected from the preview with a note that a "duplicate charge was detected". To bill the enrollment anyway, the box next to the enrollment must be manually selected before processing charges.
If you do not wish to use the Detect Duplicate Charges feature, simply deselect the "Prevent Duplicate Transactions" option.
What's the difference between detection periods?
There are several periods to choose from to tell the program how to detect duplicate charges. A description of each option is provided below:
1 Month- Searches family ledgers for the last 30 days for any charges using the charge category specified in your preview, which is connected to active enrollments during this billing period.
1 Year- Searches for charges in family ledgers for the last 365 days using the specified charge category that are connected to the active enrollments during this billing period.
6 Months- Searches the last six months of charges using the specified charge category that are connected to the active enrollments during this billing period. (Recommended for Monthly billing.)
All Previous by Charge Category Only- Searches the entire family ledger history and all enrollments for that family using that charge category. Meaning the charge category may be used on an unrelated charge, but will still not be replicated. This option is best used for one-time use charge categories.
All Previous by Enrollment and Charge Category- This option will search the family's ledger for any charges created with that charge category and tied specifically to the active enrollments during this billing period. This is the default option.