IN BRIEF
Charges represent the fees assessed to a family or student for services or products within iClassPro. The System records charge dates, due dates, line items, and optional early bird dates to help manage billing, reporting, and payment application. This article explains how charges work, how they are created, and how editing, deleting, or future dating charges affects financial reporting.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • The Anatomy of a Charge
    • Additional Details About Line Item Types
  • Creating Charges
  • Editing Charges
  • Deleted Charges
  • Future Dated Charges
• Troubleshooting & FAQs
• Related Articles

Overview

A charge is an outstanding bill recorded on a customer ledger for goods or services such as class tuition, camp tuition, anniversary charges, or custom fees. Each charge includes a charge date, due date, optional early bird date, and one or more line items. Understanding how charges function is essential for proper financial reporting and account management.

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Accessing the Feature

1. Navigate to the Family page.
2. Select a family to open the ledger.
3. Review or manage charges under the Ledger tab.

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Step-by-Step Instructions

The Anatomy of a Charge

A charge is an outstanding bill for goods or services placed on a customer account. Each charge is comprised of a charge date, due date, optional early bird date and one or more line items. 

• Charge Date - date the charge is issued and becomes eligible to have payments applied.
  • NOTE: While it is possible to future-date charges in iClassPro, we do not recommend doing this as it makes tracking the payment in financial reports more difficult.
• Due Date - date the charge is due, then becomes eligible for the Late Charges task and requires payment in full in the Customer Portal.
• Early Bird Date - date that an early bird discount reverts, to enforce normal pricing.

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Line Item Types

• Class Tuition - allows you to assess a tuition charge for a specific class enrollment
• Camp Tuition - allows you to assess a tuition charge for a specific camp enrollment
• Anniversary - allows you to assess an anniversary charge for the family or student 
• Other - allows you to create a custom charge that is not tied to an enrollment
• Discount - allows you to add a custom discount with a title for reference
• Promo Code - allows you to apply any promo code set up under settings

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Additional Details About Line Item Types

• Class Tuition, Camp Tuition, and Anniversary charges are tied directly to enrollments or account types.
• “Other” charges provide flexibility for miscellaneous billing needs.
• Discounts and promo codes influence pricing and are reflected in financial reporting when applied.

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Creating Charges

Charges can be created in several ways:

• Manually creating charges on the family ledger
  • Manually creating class tuition charges on the family ledger
• Running the Class Tuition Charges task
• Auto-charging Tuition via the Customer Portal (using Auto-Approve mode)

Use the appropriate method depending on whether charges need to be created individually or in bulk.

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Editing Charges

When a charge is edited:

• Editing changes the charge amount everywhere it appears; the System does not store the previous amount.
• Payments retain details related to program, charge category, and amounts applied from the original charge data.
• If you decrease a charge amount after a payment was applied:
  • Past financial reports (particularly the Program Deposit Split report) may be impacted.
  • A portion of the payment equal to the difference will show as unapplied as of the date the payment was originally applied.

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Deleted Charges

When a charge is deleted:

• It is removed from the customer ledger, Customer Portal, and customer financial statements.
• Charges continue to appear in the Category List Report for the period between:
  • the original charge date, and
  • the deletion date.
• If the report date range extends past the deletion date, the charge no longer appears, matching how payments show as unapplied after deletion.

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Future Dated Charges

A future dated charge includes a charge date set in the future. Important behaviors:

• Charges appear as outstanding immediately when created, even if future dated.
• Payments can be applied before the charge becomes current. These payment amounts are “reserved” for the charge but remain unapplied in reporting.
• When the charge date arrives, the payment becomes applied to the Program and Charge Category associated with the charge.
• The date the payment becomes applied is known as the applied date and is important for tracking how payments evolve over time.

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Troubleshooting & FAQs

• Why does a payment show as unapplied on a report even though it appears as paid on the ledger?
  • If the payment was applied to a future dated charge, it remains “unapplied” in reports until the charge becomes current.
• Why do deleted charges still appear on the Category List Report?
  • Deleted charges appear only for the time between the charge date and deletion date to keep historical data consistent with payment-based reports.
• Why did editing a charge amount change data on financial reports?
  • Editing a charge after payments have been applied alters historical allocations on reports that reference applied amounts, such as the Program Deposit Split report.

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Related Articles

• How Do I Manually Create a New Charge on the Family Ledger?
• How Do I Edit/Correct an Existing Charge?
• How Do I Delete a Charge from the Family Ledger?
• What Is a Line Item Type?
• What Do I Need to Know about Payments?

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