You need to set up Fee Calculation Templates to enable you to set up your classes and do your billing.
In a nutshell, your Price Levels tell the system what (how much) to charge. Your Fee Calculation Templates tell the system who and when (group and date range) to charge.
For example, if you run and invoice Learn to Swim lessons per term and Squads per month, you would need a separate Fee Calculation Template for each. Or you may run Holiday Intensives during the school holidays and no other programs. You would need a separate Fee Calculation Template for the holiday intensives. They can be on the same Price Level if you wish, but if you need to bill separate date ranges, you would need a separate Fee Calculation Template.
For more information on Price Levels, refer to this article: Setting up a Price Level and Price Matrix (lesson pricing).
Follow these steps to set up your Fee Calculation Templates:
1. Go to your Configuration Tab.
2. Under "Class Setup", click on "Fee Calculation Template".
3. Click "Add Fee Calculation Template"
4. Fill out the fields.
4a) Name your template - this is what will show in your drop down menus to select for your classes setup and when generating invoices.
Learn to Swim
4b) Select your "Prices are set per" term from your dropdown menu.
Class or Week - Recommended. This is the most common option and works best for weekly/per class pricing whether you bill per term or per month. This selection means students will be charged the amount in the selected Price Level / Price Matrix per class.
For example, for a price level with a default price of $20.00, students will be charged $20.00 for each class in the billed period (or discounted amount if applicable from the price matrix). Say a student swims on a Monday and there are 5 Mondays in the billed period, they would be charged $100 total (5 x $20). Or if you bill per term and there are 10 Mondays in the term, they would be charged $200 total (10 x $20).
Calendar month - this means students will be charged the total amount set in the selected Price Level / Price Matrix per month.
For example, for a price level with a default price of $50.00, students would be charged $50.00 total for the month. Say a student swims on a Monday and there are 5 Mondays, they would be charged $50 total ($50 divided into 5 being $10/lesson). If, say, they start part way through and there are only 3 Mondays remaining, they would still be charged $50 total ($50 divided into 3 being $16.67/lesson).
Term - this means students will be charged the amount in the selected Price Level / Price Matrix per term (term being the length of time you set).
For example, for a price level with a default price of $20.00, students will be charged $20.00 total for the term (or discounted amount if applicable from the price matrix). Say you bill for a 10 week school term and a student swims on a Monday and there are 10 Mondays in the billed period, they would be charged $20 total (that is, $2/lesson).
NOTE: Even if you are charging your families by the school term, select the class/week option for your Fee Calculation Template setup. This means that students will be charged the default per class amount each week of the term you have set, rather than that price divided by the number of weeks in the term.
4c) Select your frequency of billing
Flexible Date Range - Recommended. This is the most common setting. This means you can select a start and end date to invoice for which can be any length of time (e.g. month or school term etc).
Weekly - not commonly used.
Calendar Month - this can be used for billing/invoicing monthly, however you cannot select a date range, you can only select a month, and you must invoice for each month consecutively. We recommend using the Flexible Date Range option above, and selecting the 1st of the month as your start date, and the last date of the month as your end date. You can skip months if needed (e.g. if you operate seasonally or need to close for an extended period)
5. Save your template by clicking on "Add Fee Calculation Template".
To EDIT a Fee Calculation Template and/or set a make-up limit, go to Configuration > Fee Calculation Template and click on the name (Description) of the template you wish to edit.
In this example, the General Billing Fee Calculation Template is set to a flexible date range with prices set per week (class) and a maximum of 2 make-up lessons allowed to be earned per student in the billed period:
A value of 0 will not allow any make-ups. The default value of 999 is essentially unlimited.
Note: This limit applies per billed period, e.g. if you bill monthly and have this set to 2, students can earn up to 2 make-up lessons per month. These are not expired/removed unless you have this set to do so.
NOTE: You do not need to have a separate Fee Calculation Template for each price level or different class. You only need a separate Fee Calculation Template if you want to separate out and invoice for and/or block different dates for different groups.
Last updated 20 July 2022
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