There are several elements that are selected when creating charge. Some of these elements will be options designated by iClassPro - such as:
- Charge Date - date the charge is issued and becomes eligible to have payments applied.
- Due Date - date the charge is due, then becomes eligible for the Late Charges task and requires payment in full in the parent portal.
- Early Bird Date - date that an early bird discount reverts, to enforce normal pricing.
- Line Item Types - more detailed explanation here
- Class Tuition - pulls a list of current and future class enrollments to bill for
- Camp Tuition - pulls a list of current and future camp enrollments to bill for
- Anniversary - allows you to assess an anniversary charge for the family or student
- Other - allows you to create a custom charge 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
However, many of the elements of a charge will need to be created as custom entries under your Settings before creating a charge in a customer's account. These items will create the structure that iClassPro uses to track how income is applied in iClassPro and so these elements will play a vital role in your accounting practices.
Programs are labels used to organize classes, camps and income into different areas of your business. Programs can either be very general (Gymnastics, Cheer, Swim, Dance, Team etc) or very detailed (Rec Classes Ages 0-4, Bronze Team, Intermediate Tumbling, etc.) depending on your accounting and enrollment tracking needs.
Each class or camp is assigned to a program and all income related to enrollments in that class or camp will be reported as income in that program, which will be broken out by charge categories which will serve as labels for what is being charged (June 2018 Tuition, Winter Session 2018, Uniform Fees, etc.).
Even charges which are related directly to classes or camps must be attached to a program. Certain programs which will not be used for classes or camps, but only for financial tracking can be set up as "non-class programs" which means that the program will not appear when searching for classes or camps using program either online or in the staff views; and when assigning a program to a class or camp, these options would not be available. Non-class programs would only appear as an option on "Other" line item charges and when running financial reports.
Some examples of common non-class programs are Anniversary Fees, Pro Shop, Late Fees, etc.
When enrolling students, you can search for classes with openings by program. When sending out communications, you can easily filter down to a group of students across classes/camps by program. Also, when running enrollment reports, such as the Class List report or Program Summary report, programs will also give you the capability to search and group enrollment numbers across several classes/camps.
Creating a Program
To create a Program, navigate to Settings>Setup>General Settings. Then expand the Programs section. Here, you can easily search for programs, add new programs, review programs that have been deleted and edit existing programs.
Click on Add New Program. Then, under the Details tab, enter the program's Name. This is the only required setting.
Optional Program Fields:
The Discount Schedule (for multi-class, multi-student and special discounts) and Blackout Schedule (closed dates) options are settings which can control how classes within this program are billed. If this program will be used to track classes and you already have these options created, you can select them here. Otherwise, these drop downs can be left blank until needed.
If this program will be used to only track charges that are not related to tuition, select "Non-Class/Camp Program".
In the Branding tab of the new program window, you can assign an image and description to a Class/Camp program. (NOTE: as of 3/13/2020, the data stored in this tab is not currently used within iClassPro but will be used in the upcoming Customer Portal.)
In the Skills tab of the new program window, you can attach any relevant portions of the Skill Tree which will apply to classes or camps within this program.
Remember to Save the new program when finished.
2. Charge Categories
Before creating any charges, you will need to set up Charge Categories to act as labels for the items or time periods you are billing for. Charge categories can be as general (June Tuition, Winter Tuition, Anniversary/Registration Fee, Pro Shop, Team Fee, etc) or as detailed (2018 June Rec Tuition, Winter 2018 Team Tuition, 2018 Anniversary/Registration Fee, Pro Shop Apparel, 2018 Team Meet Fee, etc) as needed for your accounting practices.
When running financial reports, income will be split out first by the program and then into the charge categories used within that program. The charge category is the most descriptive item in financial reports.
Charge categories are also used when billing class tuition to prevent duplicate charges. For this reason, it is important to come up with a naming structure for the charge categories which will be used for tuition tracking and it is vital that employees are trained to always use the appropriate charge category for the billing cycle/period when issuing charges manually from ledgers.
To prevent duplicate charges when billing from the Class Tuition Charges feature, it will review a customer's ledger for charges related to active enrollments within a specific time frame. If a charge is found on the ledger within that time frame with the same charge category being used for the class tuition charges task, the enrollment will be skipped when issuing charges and display an error message reading "Duplicate Charge Detected" in the Class Tuition Charges preview.
Creating a Charge Category
To create a Charge Category, navigate to Settings>Setup>General Settings. Then expand the Charge Categories section. Here, you can easily search for charge categories, add new charge categories, review charge categories that have been deleted and edit existing charge categories.
Click on Add New Charge Category. Then enter the charge category's Name. This is the only required setting.
Optional Charge Category Fields:
The other charge category field for Expiration Date is optional. After this date, new charges using this category cannot be created (giving staff members a shorter list of charge categories to search through when creating or editing a charge).
Remember to Save the new charge category when finished.
3. Tax Rates/Sales Tax
The last custom setting that will need to be created is your available tax rates. Each time a charge is created either individually from a ledger or from mass billing tasks in iClassPro, you will be given the option to assess a tax on top of the stated amount.
When running financial reports (Reports>Financial), some reports will allow you to view tax assessed. Primarily, these include the Category List Report (list of charges over a time period), the Consolidated Tax Report (taxes billed over a period and taxes paid over a period), Tax Reconciliation Report (summary by program of taxes assessed/collected for).
Creating a Tax Rate
To create a Tax Rate, navigate to Settings>Setup>General Settings. Then expand the Tax Rates section. Here, you can easily search for tax rates, add new tax rates, review tax rates that have been deleted and edit existing tax rates.
Click on Add New Tax Rate. Then enter the tax rate Name and Rate. The rate will be automatically applied as a percentage, so 8.25% should be entered as 8.25. Then select the Location(s) the tax rate should appear in as an option.
Remember to Save the new tax rate when finished.