IN BRIEF
The Appointment Tuition Charges task allows administrators to preview and post outstanding tuition charges for students with appointment bookings that have not yet been billed. This task is most commonly used when appointments are set to request mode, where bookings must be approved before billing occurs, and automatic charges are not applied by the System.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Running the "Appointment Tuition Charges" task
    • Duplicate Charge Detection
  • Record Keeping
• Troubleshooting & FAQs
• Related Articles

Overview

The Appointment Tuition Charges task is designed to help businesses charge tuition fees in bulk for appointment bookings that have already occurred or are approved but remain unbilled. This situation most often applies to accounts that operate appointments in request mode, where Auto Approve Appointments is disabled.

When appointments are in request mode, the System does not automatically bill families because there is no guarantee that a booking will be approved by staff. As a result, tuition charges remain outstanding until they are manually processed using this task.

Important notes:

• The task processes charges for students who have bookings tied to one or more appointments.
• Charges are previewed before being posted, allowing administrators to review calculated amounts and confirm accuracy.
• Accounts with multiple locations must run this task separately for each location.

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Accessing the Feature

1. From the main navigation menu, go to Transactions.
2. Select Appointment Tuition Charges from the left-hand navigation menu.

Note: If your account uses multiple locations, the location selected in the top-left corner of the screen determines which location is being billed.

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Step-by-Step Instructions

Follow the steps below to preview and post appointment tuition charges to customer accounts.

Running the "Appointment Tuition Charges" task

1. Navigate to Transactions.
2. Select Appointment Tuition Charges.
3. Choose a Charge Category to label the charges that will be created.
4. In the Student Active filter:
   • Select the type of dates to use.
   • Enter a specific date, month, or custom date range using the available fields.
5. Enter a Charge Date to indicate when the fee is assessed.
   • Payments will not appear as applied to these charges in financial reports until the charge date occurs.
6. Enter a Due Date to indicate when payment is due from the customer.
7. (Optional) Select Bill Only Selected Appointments if you want to charge only specific bookings rather than all bookings within the selected date range.
8. Select Preview.
   • The preview is saved in your background tasks for record keeping.
   • The preview should open automatically if you remain on the page.
9. Review the Filter Summary at the top of the preview.
   • Select Show to view all filters used to generate the charges.
10. Review the calculated charges for accuracy.
    • All bookings that match the selected filters appear in the list.
    • Bookings highlighted in blue are selected for billing.
    • Expanding a booking displays the calculation details, including any discounts or proration applied.
11. If changes are made to appointments or bookings, run a new preview to reflect those updates.
12. When ready, select Process to post the charges to customer accounts.

Note: Processing charges may take some time. Progress can be monitored in your background tasks.

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Duplicate Charge Detection

To prevent accidental double billing, the System checks for existing charges before processing new ones.

If a customer already has an appointment tuition charge on their ledger that:

• Is associated with the same booking, and
• Uses the same Charge Category selected for the task,

then that charge is identified as a duplicate. Duplicate charges are automatically deselected in the preview and are not processed.

This ensures families are not billed more than once for the same appointment booking.

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Record Keeping

Once the task finishes processing:

• The task status updates to Done.
• A down arrow appears next to the completed task.

Selecting the down arrow opens a summary page that includes:

• All charges that were processed.
• The filters used to generate those charges.

To retain this information:

• Select Save to CSV to generate a downloadable file.
• The CSV file is also saved in your background tasks.
• Use the document icon or down arrow to download the file for your records.

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Troubleshooting & FAQs

• Why are some appointment bookings not included in the preview?
  • Bookings may be excluded if they fall outside the selected date range, do not meet the Student Active filter criteria, or already have a matching charge recorded on the ledger.
• Why do some bookings appear deselected in the preview?
  • Bookings are automatically deselected when the System detects a duplicate charge using the same booking and charge category.
• I updated an appointment or booking, but the preview did not change. Why?
  • Any changes made after generating a preview require a new preview to be run before the updates appear.
• Why do payments not show as applied in financial reports right away?
  • Payments will not appear as applied until the specified Charge Date occurs.

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Related Articles

• What is the TRANSACTIONS Page?
• How Do I Configure the Appointments Feature for the Office Portal?
• What are the Appointment Settings Options?
• How Do I Manually Create Appointment Tuition Charges?

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