IN BRIEF
Manually creating appointment tuition charges allows administrators to bill families or students for appointment bookings directly from the ledger. This process can be used for both current and past appointment bookings and ensures charges are calculated based on the appointment’s pricing schedule. 

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

Overview

Appointment tuition charges can be manually added when charges were not automatically generated or when adjustments are required. Charges are created from the family or student ledger and can be applied to current or past appointment bookings, depending on the selected billing options.

Important Note: 
If you are using a multi-location iClassPro account, confirm that the correct Location is selected at the top of the page before creating the charge. The selected location determines which location the charge is associated with.

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Accessing the Feature

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

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Step-by-Step Instructions

Billing for Current Appointment Bookings

1. From the ledger, select New Charge.
2. Open the Line Item Type drop-down menu.
3. Select Appointment Tuition.
   • By default, the System calculates charges due for the current month only.
   • To bill for a future month, set the As of Date to a date within the month you want to bill.
4. Under Appointment Booking, select the appointment booking you are billing for.
5. Use the drop-down menu to the right of the line item type to select an appropriate Charge Category.
   • If you are billing for a future month, select a Charge Category that matches that billing period.
6. Review the Amount, which automatically populates based on the pricing schedule attached to the appointment.
   • Important Details: If appointment timeslots were added after the original booking was already charged, the amount reflects only the difference owed.
7. (Optional) Apply additional adjustments as needed:
   • Charge sales tax (automatically enabled if the associated Program has a tax rate set).
   • Apply a discount using the available discount fields.
8. Select +Add Line Item.
   • The line item is added to the list in the middle of the window.
   • The line item fields at the bottom of the window clear so additional items can be added.
9. (Optional) Repeat the steps above to add additional line items.
10. Adjust the Charge Date and Due Date, if needed.
11. Select Create or Create & Make Payment to complete the process.
12. Review staff permission requirements. Staff must have the Change Charge Amount permission to:
    • Manually edit charge amounts.
    • Edit discounts.
    • Add line items such as Discount or Promo Code.

Notes:

• If left blank, the charge title automatically uses the first line item title.
• The charge date and due date default to the current day.

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Billing for Past Appointment Bookings

1. Go to the Family or Student page.
2. Search for and select the family or student you want to charge.
3. Select the Ledger icon ($), then select New Charge.
4. Open the Line Item Type drop-down menu.
   • If the student has current or past appointment bookings, Appointment Tuition will be available.
   • If only past bookings exist, the Appointment Booking drop-down displays NO APPOINTMENT BOOKINGS FOUND until the next steps are completed.
5. Under As of Date, enable Bill for Past Enrollment.
6. Set the As of Date to a date when the appointment booking was active.
7. Under Appointment Booking, select the booking you are billing for.
8. Select an appropriate Charge Category.
9. Review the automatically populated Amount, based on the appointment’s pricing schedule.
   • If timeslots were added after the original booking was charged, the amount reflects only the difference owed.
10. (Optional) Apply sales tax or discounts, if needed.
11. Select +Add Line Item to add the charge.
12. (Optional) Repeat steps to add additional line items.
13. Adjust the Charge Date and Due Date, if necessary.
14. Select Create or Create & Make Payment to complete the process.
15. Review staff permission requirements. Staff must have the Change Charge Amount permission to:
    • Manually edit charge amounts.
    • Edit discounts.
    • Add line items such as Discount or Promo Code.

Notes:

• If left blank, the charge title automatically uses the first line item title.
• The charge date and due date default to the current day.

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Troubleshooting & FAQs

• Why do I see “NO APPOINTMENT BOOKINGS FOUND” when billing past appointments?
  • Enable Bill for Past Enrollment and set the As of Date to when the appointment was active. The booking list updates once those fields are set.
• Why is the charge amount lower than expected?
  • If additional appointment timeslots were added after the original booking was charged, the System only bills the remaining difference.
• Why can I not edit the charge amount or add discounts?
  • The staff member creating or editing the charge must have the Change Charge Amount permission enabled.
• Why is sales tax automatically selected?
  • Sales tax is automatically enabled when the Program associated with the appointment has a tax rate configured.

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Related Articles

• How Do I Manually Create a New Charge on the Family Ledger?
• How Do I Create a New Payment in the Office Portal?
• How Do I Configure Staff Permissions and User Groups?
• How Do I Configure the Appointments Feature for the Office Portal? (Pricing Schedules)
• How Do I Create/Edit Charge Categories?

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