How Do I Manually Create Class Tuition Charges?

IN THIS ARTICLE:
Learn how to manually create tuition charges for class enrollments from the family ledger.

If you are using a multi-location iClassPro account, be sure that you have the location selected at the top of the page that you want associated with this charge.

All enrollments for the family/student should be created prior to creating charges so the system will properly recognize and assign multi-class/multi-student discounts.

When calculating discounts, the system will only consider class enrollments linked to the same location.  This means that if one or more students in the family are taking classes at multiple locations, discounts are not calculated based on enrollments at other locations.

NOTE: If you are billing for session-based/rolling session-based enrollments and there is a gap between the end of one session and the start of the next, the system will bill for any dates within the gap as if it were a monthly enrollment. To prevent potential billing issues caused by this scenario, it is recommended that you add dates to your blackout schedule to account for the date gap.

Billing for current class enrollments

  1. Go to the Family or Student page and Search for the family or student you wish to charge. 
  2. Click the Ledger icon ($) to open the ledger options.
  3. Click New Charge.
  4. Click on the Line Item Type Dropdown.
  5. Choose Class Tuition line item type.
  6. If you are creating the charge prior to the student's actual enrollment start date, tick the box next to the As Of Date field and enter the date when the enrollment will be active.
  7. Under the "Class Enrollments" drop down menu, select the enrollment you are billing for.
  8. Adjust the Charge Title and Dates at the top of the window.
    (The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.)
    • 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.
  9. Using the drop down menu to the right of the line item type you chose, select the Charge Category to describe the charge.
  10. The Amount will automatically fill in based on the tuition attached to the class and any discounts or proration.
    • By default, if there is a minimum charge amount specified in a Discount Schedule attached to the class being billed, the Apply Minimum Charge Amount option will be enabled. Staff members can override this amount by de-selecting this option.
    • NOTE: The system will display a message if the amount populated is due to a tuition override.
  11. If the student qualifies for any Special Discounts or multi-class/multi-student discounts, these will be reflected in separate Discount fields. 
  12. (Optional) To apply a second Discount or charge Tax on a specific line item in the charge, use the appropriate fields below the line item amount. (The option to CHARGE SALES TAX will automatically be enabled and will select the associate tax rate if the program associated with the charge has a tax rate set.)
  13. Click +Add Line Item to add the line item to the charge entry. This will clear the line item information at the bottom of the screen and add the line item to the list at the middle of the window.
  14. (Optional) Repeat steps 4-8 to add any additional line items to this charge entry.
  15. Adjust the Dates at the top of the window if needed to adjust the Charge Date, Due Date or set an Early Bird Date.
    1. For more information about Early Bird discounts, see our "What is an Early Bird Discount?" document.
    2. Note: The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.
  16. Click Create to save all line items in this charge window as separate charge entries on the ledger, or Create & Make Payment to launch the "New Payment" screen.create_charge.png

NOTE: Staff members will require the "Change Charge Amount" permission to make ANY additional edits to the charge (including manually editing the amount, discounts, or adding line item entries for "Discount" or "Promo Code").

Billing for past class enrollments

  1. Go to the Family or Student page and Search for the family or student you wish to charge. 
  2. Click the Ledger icon ($) to open the ledger options.
  3. Click New Charge.
  4. Click on the Line Item Type Dropdown.
  5. If the student has had current or past class enrollments, the Class Tuition line item type will be active.
    • NOTE: If ONLY past enrollments are found, the "Class Enrollment" drop-down menu will read ** NO CLASS ENROLLMENTS FOUND ** until you complete steps 6-7.
  6. Under the "As of Date" field, enable the "Bill for Past Enrollment" option.
  7. Set the "As of Date" to a date when the class enrollment you wish to bill for would have been active.
  8. Under the "Class Enrollments" drop down menu, select the enrollment you are billing for.
  9. Adjust the Charge Title and Dates at the top of the window.
    (The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.)
    • 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.
  10. Using the drop down menu to the right of the line item type you chose, select the Charge Category to describe the charge.
  11. The Amount will automatically fill in based on the tuition attached to the class and any discounts or proration.
    • By default, if there is a minimum charge amount specified in a Discount Schedule attached to the class being billed, the Apply Minimum Charge Amount option will be enabled. Staff members can override this amount by de-selecting this option.
    • NOTE: The system will display a message if the amount populated is due to a tuition override.
  12.  (Optional) To apply a second Discount or charge Tax on a specific line item in the charge, use the appropriate fields below the line item amount. (The option to CHARGE SALES TAX will automatically be enabled and will select the associate tax rate if the program associated with the charge has a tax rate set.)
  13. Click +Add Line Item to add the line item to the charge entry. This will clear the line item information at the bottom of the screen and add the line item to the list at the middle of the window.
  14. (Optional) Repeat steps 4-9 to add any additional line items to this charge entry.
  15. Adjust the Dates at the top of the window if needed to adjust the Charge Date, Due Date or set an Early Bird Date.
    • For more information about Early Bird discounts, see our "What is an Early Bird Discount?" document.
    • Note: The charge title will automatically fill with the first line item title if left blank. The charge date and due date always default to the current day.
  16. Click Create to save all line items in this charge window as separate charge entries on the ledger, or Create & Make Payment to launch the "New Payment" screen.create_charge.png

NOTE: Staff members will require the "Change Charge Amount" permission to make ANY additional edits to the charge (including manually editing the amount, discounts, or adding line item entries for "Discount" or "Promo Code").

See our "What is the Class Tuition Charges Task (Global Class Billing)?" document for details on creating tuition charges in bulk using the Class Tuition Charges task.

Working with deleted Discount Schedules

If a Discount Schedule was deleted while it was still attached to a class or Program, staff members may see the following error message:

This amount was calculated using a discount schedule which has been deleted.

To prevent scenarios where a family would not be able to complete enrollment via the Customer Portal/Mobile App, iClassPro still honors the Discount Schedule so the enrollment process can continue.  If the Discount Schedule should no longer be used, staff members need to update the class and/or Program to remove the Discount Schedule attachment before creating the charge(s).

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).