Billing Hold - What is it and when do I use it?

Modified on Wed, 17 Jul at 4:42 PM

This setting can be enabled at:

Configuration -> System Setup -> System

Refer to the below articles:

When enabled, it is able to be used from an individual family's screen:

When should a Billing Hold be used?

When a percentage Global Family Discount is applied to ALL students in a Family when they have a certain number of students and it is the first time the students are being enrolled. EXAMPLE: Families with 3 or more active students will receive a 10% discount on the fees of each and every child.

What is a Billing Hold?

An Active Billing Hold blocks any invoices and attendances from being populated on all students in the family. Its intent is to be applied to the family, the children enrolled, and the billing hold then removed so that they all receive the discount.

Instructions for use and further information

The primary function of a Billing Hold is for centres who use the Global Family Discount whereby they give a % discount to all students on the family if they have a certain number of children (e.g. they give a 10% discount to ALL students in the family if they have 3 or more children with active current enrolments).

BEFORE enrolling the students into their classes, click 'Billing Calc. Hold'. This is important.

If you do not apply the hold before enrolling the students, the system does not know to give the first students the discount.

A red bar indicating an active billing hold will display on the family screen:

Whilst this is in place, you can enrol each of the children into their classes. No invoices or attendances will be populated until you remove the billing hold. Once enrolments have been completed, click on 'CLICK TO REMOVE'.

Once removed, the finances are populated with the discounts applied to all students.

Do I need to use a Billing Hold if we don't offer a global discount?

No. The Billing Hold function is only intended if you give a percentage discount to ALL students in a family once they reach the applicable number of students. If you have discounting built into your price matrix or do not offer any discounting, you do not need to apply a hold.

Can I use a Billing Hold if a family wants to take a break from lessons?

No. The Billing Hold function is not intended for long term use. It is not intended to be used to halt billing for an absence from an enrolment for an extended absence and will not perform this function.

If an enrolment is left ongoing, a billing hold applied and then the hold removed after a period of time, any missed dates will be invoiced and attendances populated. Further, the hold applies to ALL students in the family, so if only one student is away for an extended period (e.g. for a broken arm) no other students in the family would be invoiced either.

If a student is going to be away for an extended period of time, the options are:

- un-enrol the student and re-enrol them for their return date (with a hold spot if you want to hold their place in the same class);

- keep them enrolled, but mark their Attendances with a Non-Attendance Reason. If you do not want to charge for their absence, you would use a non-attendance reason that gives a credit for the absences. Refer to this article for further information: Suspension / Freeze / Medical / Temporary Hold on Student Enrolment

Last updated 17 July 2024