IN BRIEF
Party charges are typically created automatically when a booking is completed through the Customer Portal/Mobile App. However, there may be situations where a charge needs to be created manually. This article explains how to manually create charges for both current and past party bookings directly from the family ledger.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Billing for Current Party Bookings
  • Billing for Past Party Bookings
• Troubleshooting & FAQs
• Related Articles

Overview

Manually creating a party charge allows administrators to bill a family when a charge was not created automatically or needs to be added after the fact. Party charges are created from the family ledger and are tied directly to an existing party booking.

Charges created using the Parties line item type inherit their Program and Charge Category from SETTINGS>PARTIES >FINANCIAL. This ensures consistency between manually created charges and those created automatically through the Customer Portal/Mobile App.

Note: If you are using a multi-location iClassPro account, be sure the correct location is selected at the top of the page for the location where the party is being held.

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Accessing the Feature

1. Go to the FAMILIES page.
2. Search for and select the family you want to charge.
3. Select the Ledger icon ($) to open the family ledger options.

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Step-by-Step Instructions

Billing for Current Party Bookings

Use these steps when the party booking is upcoming or has not yet been completed.

1. From the family ledger, select New Charge.
2. Select the Line Item Type dropdown.
3. Choose Parties as the line item type.
4. From the Parties dropdown menu, select the party you are billing for.
5. Review the auto-filled fields:
   • Program and Charge Category are inherited from SETTINGS>PARTIES>FINANCIAL and cannot be edited.
   • Amount automatically fills based on the total party cost, including add-ons and fees for additional attendees.
6. (Optional) Apply adjustments:
   • Enter a Discount amount or percentage.
   • Enable CHARGE SALES TAX, if applicable. The System automatically applies the associated tax rate when one is set for the program.
7. Select +Add Line Item to add the party charge to the list in the middle of the window.
   • Repeat steps two through seven to add additional line items, if needed.
   • Each line item is added separately before the charge is created.
8. Review and adjust the Dates at the top of the window, if needed:
   • Charge Date defaults to the current date.
   • Due Date automatically matches the party date.
9. Select one of the following:
   • Create to save the charge(s) to the ledger.
   • Create & Make Payment to immediately open the New Payment screen.

Note: The charge title automatically defaults to [booking nickname] – [date of party]. If left blank, it fills with the first line item title.

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Billing for Past Party Bookings

Use these steps when the party has already taken place and no charge exists.

Note: If only past party bookings exist, the Parties dropdown displays NO PARTY BOOKINGS FOUND until steps 4-5 are completed.

1. From the family ledger, select New Charge.
2. Select the Line Item Type dropdown.
3. If the family has current or past party bookings, Parties will be available as a line item type.
4. Enable Bill for Past Enrollment under the As of Date field.
5. Set the As of Date to the date the party was held.
6. From the Parties dropdown menu, select the appropriate party.
7. Review the auto-filled fields:
   • Program and Charge Category are inherited from SETTINGS>PARTIES>FINANCIAL and cannot be edited.
   • Amount automatically fills based on the total party cost, including add-ons and additional attendee fees.
8. (Optional) Apply a Discount or enable CHARGE SALES TAX, if applicable.
9. Select +Add Line Item to add the charge to the list.
   • Repeat steps two through seven to add additional line items, if needed.
   • Each line item is added separately before the charge is created.
10. Review and adjust the Dates, if necessary:
    • Charge Date and Due Date default to the current date.
11. Select Create or Create & Make Payment to finalize the charge.

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Troubleshooting & FAQs

• Why can I not edit the Program or Charge Category for a party charge?
  • These fields are inherited from SETTINGS>PARTIES>FINANCIAL to ensure consistency with charges created automatically through the Customer Portal/Mobile App.
• Why do I see “NO PARTY BOOKINGS FOUND” when selecting Parties?
  • This message appears when only past party bookings exist. Enable Bill for Past Enrollment and set the As of Date to the party date to populate the list.
• Why can I not change the charge amount or add discounts?
  • Staff members must have the Change Charge Amount permission to manually edit amounts, discounts, or add line items such as Discount or Promo Code.

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Related Articles

• What is Party Booking Management?
• How Do I Activate the Party Booking Management System and Give Staff Members Access?
• Where Do I Configure Party Booking Management Settings?
• How Do I Configure Financial Settings for Parties?
• How Do I Book a Party in the Office Portal?
• How Do I Create/Configure Programs?
• How Do I Create/Edit Charge Categories?

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