Do Not Bill Periods

Modified on Fri, 04 Jun 2021 at 12:10 PM

Before your term or holiday program starts and you are about to generate lesson invoices you should enter in your "Do Not Bill Periods".

The Do Not Bill Periods will block off the dates entered for the selected Fee Calculation Template, meaning that clients will not be billed for these dates. 

To set Do Not Bill Periods, follow these steps:

1. Go to your Configuration tab.

2. Under the "Class Setup" heading in the column on the right hand side, click on "Do Not Bill Periods".

3. This will list any existing "Do Not Bill Periods" you have in place. Click on "Add Do Not Bill Period".

4. Fill in the details. When you are finished, click the "Add Do Not Bill Period" button.

- Description: name the Do Not Bill Period so you know exactly what it is. Be specific, eg "July 2021 school holidays". "Pool Maintenance Closure August 2021" etc.

- Fee Calculation Template: select the Fee Calculation Template you want this Do Not Bill Period to apply to. 

If you need it to apply to more than one Fee Calculation Template, you will need to create more than one. 

You can have different Do Not Bill Periods for different Fee Calculation Templates (for example, you may not want to bill your regular Learn to Swim, but you do want to bill Holiday Intensives).

- Start Date: Select the start date of the Do Not Bill Period. This would be the date after your last lessons.

- End Date: Select the end date of the Do Not Bill Period. This would be the date before your lessons recommence.

REMEMBER: Any dates in the Do Not Bill Period will not be billed, so double check your dates to make sure they are correct.

5. Your Do Not Bill Period will now be showing on the previous list screen. 

If you need to delete a Do Not Bill Period, you can click on the red circle with the minus sign next to the name. 

PLEASE NOTE: Deleting a Do Not Bill Period after an invoice run has been generated will not undo the billing for these dates - if you need help with this, please contact support.

Note on SQUADS: If you are running Squad programs, we suggest you include any Public Holidays as Do Not Bill Periods instead so that they will still be charged correctly. This will not affect billing for your general billing.

Related articles:

Adding Public Holidays

Billing Run Checklist

Bulk Invoice Generation 

Sending Statements - Checklist

Sending Statements by Bulk

Last updated: 4 June 2021

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