IN BRIEF:
Party bookings in iClassPro are handled separately from enrollments, which means they require dedicated financial setup. Configuring the correct Program and Charge Category ensures that party-related income is tracked accurately and reported separately from tuition or merchandise revenue.
- Overview
- Accessing the Party Financial Settings
- Step-by-Step Instructions
- Setting the Program
- Setting the Charge Category
- Troubleshooting & FAQs
- Related Articles
Interactive Demos for configuring and using the Party Booking Management System can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen. Full details for configuring financial settings for parties are included in Chapter 6 of the "Party Booking Management: Setup and Configuration" demo.
Overview
In iClassPro, parties and party-related items—such as accessories or add-ons—are not treated as enrollments. For accounting and reporting purposes, all party-related revenue must be categorized correctly.
This is accomplished by assigning:
- A Program, which groups party sales under a shared financial umbrella.
- A Charge Category, which determines how party charges appear in financial reports and the ledger.
Using dedicated Programs and Charge Categories for parties helps ensure that party income is clearly separated from other revenue types, such as tuition or merchandise, when reviewing financial reports or year-end totals.
Accessing the Party Financial Settings
To access the settings used to track financial details for parties:
- In the Office Portal, navigate to SETTINGS>PARTIES.
- Expand the Financial section.
Step-by-Step Instructions
Setting the Program
Use the Program field to group all party bookings under a specific financial category.
- Under the expanded Financial section, locate the Program field.
- Select a Program from the dropdown menu that best represents your party offerings (e.g., "Parties" or “Special Events”).
- Save your updates.
Why This Matters
All party booking fees (including party Add-ons) created through the Party Booking Management system will be associated with the selected Program for reporting and ledger purposes. It is highly recommended to use a unique Program for parties to prevent overlapping with other income categories like "Tuition" or "Merchandise." This makes it easier to filter income by Program across financial reports.
- For information about creating and configuring Programs, see our "How Do I Create/Configure Programs?" document.
Setting the Charge Category
Use the Charge Category field to assign a financial classification to charges created for party bookings.
- Under the expanded Financial section, locate the Charge Category field.
- Select a Charge Category from the dropdown menu that best represents your party offerings (e.g., “Birthday” or “Private Events”).
- Save your updates.
Why This Matters
All party booking fees (including party Add-ons) created through the Party Booking Management system will be associated with the selected Charge Category for reporting and ledger purposes. It is highly recommended to use a unique Charge Category for parties (such as “Birthday” or “Private Events”) to prevent overlapping with other income categories like "Tuition" or "Merchandise." This makes reporting cleaner and easier to analyze.
- For information about creating and configuring Charge Categories, see our "How Do I Create/Edit Charge Categories?" document.
Troubleshooting & FAQs
-
Party income is appearing under tuition or another revenue category. Why?
- This typically occurs when parties are assigned to a shared Program or Charge Category. Confirm that a unique Program and Charge Category are selected in SETTINGS>PARTIES under the Financial section.
- If party booking charges are being manually created by staff members, ensure they are using the Parties Line Item Type when creating the charge. This will ensure that the system automatically selects the appropriate Program/Charge Category from the SETTINGS>PARTIES>FINANCIAL settings.
-
Do party add-ons use the same financial settings as the main party booking?
- Yes. All party booking fees and party add-ons created through the Party Booking Management System inherit the same Program and Charge Category.
-
Can I change the Program or Charge Category later?
- Yes. Updates can be made at any time in SETTINGS > PARTIES. Changes will apply to future party charges. However, it should be noted that changes will only affect new party charges moving forward; existing party charges are not updated.