IN BRIEF
The Auto Charge Scheduler allows administrators to automatically assign a Charge Category to any tuition charges created for auto-approved class enrollments through the Customer Portal, Mobile App, or New Enrollment Wizard. It is also used to determine which Charge Category is applied to charges created during the Automated Billing workflow. This ensures that all automatically created tuition charges use consistent categories for billing and reporting.
Overview
The Auto Charge Scheduler is designed to define which Charge Category should apply to tuition charges automatically generated for enrollments approved online or through the enrollment wizard. Multiple Auto Charge Schedulers may be created, each associated with a specific Billing Scheduler. This allows the system to assign a different Charge Category to charges based on the Billing Schedule that is associated with the enrollment.
Manually created tuition charges—such as those added directly from the Family Ledger or Class Tuition Charges task—must still have a category selected manually.
Accessing the Feature
- Navigate to SETTINGS>SETUP>CLASS SETTINGS
- Expand the AUTO CHARGE SCHEDULER area.
- Click the pencil/edit icon next to an existing Auto Charge Scheduler to update it, or click Add New Scheduler to create a new Auto Charge Scheduler and link it to a Billing Scheduler.
Step-by-Step Instructions
You can configure one of three available scheduling methods: Single Select, Month to Month, or Custom.
Adding a New Scheduler
After clicking Add New Scheduler, you will be prompted to select a Billing Schedule with which the Auto Charge Scheduler should be associated.
The system will use the Auto-Charge Scheduler associated with the selected Billing Schedule to assign the appropriate Charge Category when billing for enrollments attached to that Billing Schedule.
NOTE: If the Billing Schedule is not associated with a specific Auto-Charge Scheduler, or if the Auto-Charge Scheduler associated with the Billing Schedule has been deleted, then the system will use the default Auto-Charge Scheduler instead.
After selecting a Billing Schedule, you will need to choose how you wish TO manage Auto-Charge Categories.
Single Select
Use this method to apply one Charge Category to all auto-created tuition charges until changed manually.
- Auto-Charge Category – select the Charge Category to be used.
Important Notes:
- If the selected category is deleted or expires, the System continues using it until manually updated.
- This prevents checkout failures due to missing Charge Category assignments.
- A valid Charge Category must be selected to save the Scheduler.
After selecting your option and configuring any settings, be sure to SAVE your changes. Once saved, the method being actively used by the system will be flagged as “Currently Using.”
Month to Month
Use this option to apply different Charge Categories based on the month of the first billable class date.
- Select a Charge Category for Each Month – select the Charge Category to be used for each month of the year.
Important Notes:
- If a selected Charge Category is deleted, the System continues using it until updated manually.
- This helps prevent situations where customers cannot complete checkout due to an unassigned category.
- All months require a valid Charge Category to be selected to save the Scheduler.
After selecting your option and configuring any settings, be sure to SAVE your changes. Once saved, the method being actively used by the system will be flagged as “Currently Using.”
Custom
Use this option to define your own date-based schedule to control when different Charge Categories apply. The system will automatically select the appropriate Charge Category based on the first billable class date.
- From/To: defines the date range when a selected Charge Category should apply to enrollments.
- Charge Category: choose the Charge Category for that period.
- Add New Row: adds an additional date range and category.
- Choose Backup Charge Category: select a fallback category to use if a charge is created outside the defined date ranges.
NOTE: All date ranges require a valid Charge Category to be selected to save the Scheduler.
After selecting your option and configuring any settings, be sure to SAVE your changes. Once saved, the method being actively used by the system will be flagged as “Currently Using.”
Troubleshooting & FAQs
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What happens if the selected Charge Category expires or is deleted?
- The System continues using the last valid Charge Category until updated manually to prevent checkout interruptions.
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What happens if the Auto Charge Scheduler associated with a specific Billing Scheduler is deleted?
- If the Billing Schedule is not associated with a specific Auto-Charge Scheduler, or if the Auto-Charge Scheduler associated with the Billing Schedule has been deleted, then the system will use the default Auto-Charge Scheduler instead.
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Why am I not seeing the Auto Charge Scheduler option in Settings?
- Verify that your staff permissions allow access to setup options under Settings > Setup > Class Settings. If you still do not see it, contact your administrator.
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Is the Single Select option compatible with Automated Billing?
- No. Only the Month to Month and Custom options are compatible with Automated Billing.