IN BRIEF
Line Item Types are used in iClassPro to classify charges and discounts applied to family accounts. Selecting the correct Line Item Type is important because the System relies on this information for reporting, detecting duplicate charges, and correctly applying Anniversary Charges.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Understanding Each Line Item Type
- Troubleshooting & FAQs
- Related Articles
Overview
A Line Item Type acts as a classification for each charge or discount created in iClassPro. Behind the scenes, the System uses Line Item Types to:
- Support accurate financial reporting.
- Detect and prevent duplicate transactions.
- Ensure Anniversary Charges are identified correctly within the appropriate time frame.
There are seven Line Item Types available in iClassPro. Each type is designed for a specific purpose, and using the incorrect type can result in unexpected billing behavior or inaccurate reporting. For this reason, it is important to understand when each Line Item Type should be used.
Accessing the Feature
Line Item Types are selected when creating or editing charges.
- Navigate to Billing or Transactions, depending on how the charge is being created.
- Create a new charge or edit an existing charge.
- Locate the Line Item Type field within the charge details.
- Select the appropriate Line Item Type from the list.
Step-by-Step Instructions
Understanding Each Line Item Type
Class Tuition
- Used to record tuition charged for a class enrollment.
- Classes, camps, and appointments are billed differently in the System, which is why they use separate tuition types.
- Referenced by the Prevent Duplicate Transactions feature when billing class tuition globally from the Transactions page.
- When billing globally, the System:
- Looks up existing Class Tuition line items for current enrollments.
- Checks for enrollments that match the selected Charge Category.
- Prevents a duplicate charge if a matching charge exists within the specified time period.
- To manually charge for prior class enrollment, the “As of Date” setting must be enabled and adjusted.
Note: Class charges issued through the Transactions page and/or those automatically charged via the Customer Portal/Mobile App automatically use the Class Tuition Line Item Type.
Camp Tuition
- Used to record tuition charged for a camp enrollment.
- Classes, camps, and appointments are billed differently in the System, which is why they use separate tuition types.
- To manually charge for prior camp bookings, the “As of Date” setting must be enabled and adjusted.
Note: Camp charges issued through the Transactions page and/or those automatically charged via the Customer Portal/Mobile App automatically use the Camp Tuition Line Item Type.
Appointment Tuition
- Used to record tuition charged for an appointment booking.
- Classes, camps, and appointments are billed differently in the System, which is why they use separate tuition types.
- To manually charge for prior appointment bookings, the “As of Date” setting must be enabled and adjusted.
Note: Appointment charges issued through the Transactions page and/or those automatically charged via the Customer Portal/Mobile App automatically use the Appointment Tuition Line Item Type.
Parties
- Used to record charges related to Party bookings created through the Party Booking Management Feature.
- When selected, the System:
- Looks up Party bookings linked to the selected family.
- Allows a specific Party booking to be associated with the charge.
- To manually charge for a prior party booking, the “As of Date” setting must be enabled and adjusted.
Note: Charges created when booking a Party through the Customer Portal/Mobile App automatically use the Parties Line Item Type.
Anniversary
- Used exclusively to record Anniversary Charges.
- Required for accurate detection of whether an Anniversary Charge has already been applied within the Anniversary time frame.
Note: Anniversary charges issued through the Transactions page and/or those automatically charged via the Customer Portal/Mobile App automatically use the Anniversary Line Item Type.
Other
- Used to record miscellaneous fees, including:
- ProShop items.
- Competition fees.
- Administrative fees.
Note: When using the Group/Mass Charge feature from a Family, Student, or Class page, the System automatically assigns the Other Line Item Type.
Discount
- Used to manually apply a discount to a charge.
- Must be entered as a separate line item under the same charge as the item being discounted.
- Can be applied as:
- A dollar amount.
- A percentage of the total charge.
Promo Code
- Used to manually record and apply a Promo Code to a charge.
- Must be entered as a separate line item under the same charge as the item receiving the Promo Code.
Troubleshooting & FAQs
-
Why is my charge being flagged as a duplicate?
- This often occurs when the same Line Item Type is used for multiple charges with matching details within the Prevent Duplicate Transactions time frame. Verify that the correct Line Item Type is selected for the charge.
-
Can I use the Discount or Promo Code Line Item Type by itself?
- No. Both Discount and Promo Code Line Item Types must be added as separate line items under the same charge as the item they apply to.
-
What happens if I use the wrong Line Item Type?
- Using the incorrect Line Item Type can lead to inaccurate reporting, incorrect duplicate charge detection, and/or Tuition or Anniversary Charges being missed or applied incorrectly.
-
Why do my Party charges not appear correctly?
- Ensure the Parties Line Item Type is selected and that the correct Party booking is linked. To charge for past bookings, confirm the “As of Date” setting is enabled and adjusted.