How Do I Manually Create a Charge for a Party?

IN THIS ARTICLE:
Learn how to manually create charges for party bookings 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 where the party is being held.

Billing for current party bookings

  1. Go to the FAMILIES page and search for the family you wish to charge.
  2. Click the Ledger icon ($) to open the ledger options.
    manual_party_charge01.jpg
  3. Click New Charge.
    manual_party_charge02.jpg
  4. Click on the Line Item Type dropdown.
    manual_party_charge03.jpg
  5. Choose Parties as the line item type.
  6. Under the Parties drop down menu, select the party you are billing for.
  7. The Program and Charge Category for the new charge will be inherited from SETTINGS>PARTIES>FINANCIAL. (For consistency between manually created charges and those created automatically via the Customer Portal/Mobile App, these fields cannot be edited.)
  8. The Amount will automatically fill in based on the total amount due for the party, including any add-ons or fees for additional attendees.
  9. (Optional) To apply a 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.)
  10. 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.
    manual_party_charge04.jpg
    • Note: The charge title will automatically default to [booking nickname] - [date of party].
  11. (Optional) Repeat steps 4-12 to add any additional line items to this charge entry.
  12. Adjust the Dates at the top of the window if needed to adjust the Charge Date or Due Date.
    • 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.
  13. 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.
    manual_party_charge05.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 party bookings

  1. Go to the FAMILIES page and search for the family you wish to charge.
  2. Click the Ledger icon ($) to open the ledger options.
    manual_party_charge01.jpg
  3. Click New Charge.
    manual_party_charge02.jpg
  4. Click on the Line Item Type dropdown.
    manual_party_charge03.jpg
  5. If the student has had current or past class enrollments, the Parties 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 the date the party was held.
  8. Under the Parties drop down menu, select the party you are billing for.
  9. The Program and Charge Category for the new charge will be inherited from SETTINGS>PARTIES>FINANCIAL. (For consistency between manually created charges and those created automatically via the Customer Portal/Mobile App, these fields cannot be edited.)
  10. The Amount will automatically fill in based on the total amount due for the party, including any add-ons or fees for additional attendees.
  11. (Optional) To apply a 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.)
  12. 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.
    manual_party_charge04.jpg
    • Note: The charge title will automatically default to [booking nickname] - [date of party].
  13. (Optional) Repeat steps 4-12 to add any additional line items to this charge entry.
  14. Adjust the Dates at the top of the window if needed to adjust the Charge Date or Due Date.
    • 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.
  15. 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.
    manual_party_charge05.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").

 

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).