How Do I Manually Create Appointment Tuition Charges?

IN THIS ARTICLE:
Learn how to manually create tuition charges for appointment 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 that you want to be associated with this charge.

Billing for current appointment bookings

  1. Go to the Family or Student page and Search for the family or student you wish to charge.
  2. Click the Ledger icon ($) to open the ledger options.appt_billing_manual01.png
  3. Click New Charge.
    appt_billing_manual02.png
  4. Click on the Line Item Type Dropdown.appt_billing_manual03.png
  5. Choose "Appointment Tuition" line item type.
  6. Under the "Appointment Booking" drop-down menu, select the booking you are billing for.appt_billing_manual04.png
  7. Using the drop-down menu to the right of the line item type you chose, select the Charge Category to describe the charge.
  8. The Amount will automatically populate based on the pricing schedule attached to the appointment.
  9. (Optional) To charge Tax on a specific line item in the charge or apply a discount, 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.
  11. (Optional) Repeat steps 4-9 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 and/or Due Date.
    • Note: The charge title will automatically populate 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.

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 appointment bookings

  1. Go to the Family or Student page and Search for the family or student you wish to charge.
  2. Click the Ledger icon ($) to open the ledger options.appt_billing_manual01.png
  3. Click New Charge.
    appt_billing_manual02.png
  4. Click on the Line Item Type Dropdown.appt_billing_manual03.png
  5. If the student has had current or past appointment bookings, the "Appointment Tuition" line item type will be active.
    • NOTE: If ONLY past bookings are found, the "Appointment Booking" drop-down menu will read ** NO APPOINTMENT BOOKINGS 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 a date when the appointment booking you wish to bill for would have been active.
  8. Under the "Appointment Booking" drop-down menu, select the booking you are billing for.
  9. Using the drop-down menu to the right of the line item type you chose, select the Charge Category to describe the charge.
  10. The Amount will automatically populate based on the pricing schedule attached to the appointment.
  11. (Optional) To charge Tax on a specific line item in the charge or apply a discount, 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.
  13. (Optional) Repeat steps 4-9 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 and/or Due Date.
    • Note: The charge title will automatically populate 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.

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).