This document provides guidance on creating charges and handling billing in iClassPro software. It discusses the core elements needed to create a charge, such as the charge date, due date, line item type, and amount. It also reviews setting up monthly or session-based billing cycles and describes a recommended billing operations checklist to maintain consistency. The checklist includes steps like running global charges, applying credits, sending statements, and processing late fees. Finally, the document discusses potential methods for issuing partial refunds and correcting ledgers when refunds are processed directly through gateways or to customers.

1. CREATING CHARGES
UNDERSTANDING THE ELEMENTS OF A CHARGE.
BILLING CUSTOMERS: CHARGES

2. THE CORE ELEMENTS OF A CHARGE:
(CHARGE) DATE- Date the charge is issued & will
show on financial reports.
DUE DATE- Date the charge becomes due for
payment.
LINE ITEM TYPE- The type of charge being created
on the account.
PROGRAM- Where the income should be tracked for
this charge.
CHARGE CATEGORY- The label identifying the
specific purpose of this charge.
CHARGE TITLE- (optional) More charge info.
AMOUNT- The transaction amount.
TAX- Tax being applied to the charge.

3. GROUP CHARGES FOR “OTHER” LINE ITEMS
GROUP/MISC. CHARGE- A charge created by
selecting multiple students or families from a
list, using the same charge information for one
or more line items that are not recorded as
class/camp tuition or anniversary fees.
THIS IS GREAT FOR:
• Misc. Team Fees
• Meet Fees
• Uniforms
• Merchandise
*NOT FOR TUITION OR ANNIVERSARY FEES!

4. THE IMPORTANCE OF LINE ITEMS:
Line items are vital billing tools used behind the scenes in iClassPro to
help track the types of charges which occur on customer accounts.
• Class Tuition- required for the “detect duplicate charges” feature on Global Tuition Charges.
• Camp Tuition- used to determine the unbilled amount for camp enrollments on Global Block
Charges.
• Anniversary- used to search family ledgers for the last anniversary fee charged during the
anniversary timeframe in your settings.

5. LET’S START….
DEFINING BASIC BILLING SETUPS
MONTHLY OR SESSION BILLING
CYCLES

6. 1
MONTHLY BILLING
BILLING BY THE CALENDAR MONTH
- - - - - - - - - -
Hourly or flat rate, prorated over the number of class periods within a calendar
month. Usually between 3-5 potential class periods per month. (Default Billing Setup)
ONLINE REG: Charges cover first month of enrollment.
BASIC BILLING
SETUPS/CYCLES

7. 2
SESSION BILLING
BILLING BY A CUSTOM DATE RANGE.
- - - - - - - - - -
Hourly or flat rate, prorated over the number of class periods within the date range.
(Determined by the attached Session or Rolling Session)
ONLINE REG: Charges fees for entire session/rolling session unless force month is
selected in the billing schedule settings.
BASIC BILLING
SETUPS/CYCLES

8. BILLING OPERATIONS CHECKLIST
(RECOMMENDED BILLING PRACTICES.)
GETTING THROUGH THE BILLING
CYCLE

9. THE BILLING OPERATIONS CHECKLIST
1 Process New Enrollments & Online Activity Daily
2 Keep Charge Categories Consistent and Up-to-Date Daily
3 Process Global Tuition Charges (Class Tuition) August 25, 2014 (Charge Date)
4 Process Global Block Charges (Camp Tuition) August 25, 2014 (Charge Date)
5 Process Anniversary Charges (For Eligible Families) August 25, 2014 (Charge Date)
6 Apply Credits Already Posted to Accounts. August 25, 2014
7 Print/Email Statements using Batch Statements August 25, 2014
8 Draft Credit Cards, eChecks, or NACHA using Auto Payments September 1, 2014 (Due Date)
9 Process Late Fees September 5, 2014
10 Drop Unpaid Accounts using Mass Drops September 10, 2014
Create Charges &
Send Billing
Notifications in
Advance.
Apply Any New
Credits & Collect
Auto Payments on
Due Date.
(EXAMPLE: SEPTEMBER MONTHLY TUITION)

10. COLLECTING PAYMENT- USING A GATEWAY
GATEWAYS & MERCHANT
ACCOUNTS

11. COLLECTING PAYMENT- USING AN ACH FILE
ACH BANK DRAFTS/NACHA
FILES

12. Advantages to Using the Checklist:
1. CREATES CONSISTENCY AND PREDICTABILITY
INYOUR BILLING PRACTICES.
WHY THIS BILLING
METHOD?

13. Advantages to Using the Checklist:
2. GIVES STAFF AND CUSTOMERS TIME TO FIND AND
PREVENT BILLING ERRORS BEFORE PAYMENTS
ARE DRAFTED FROM CUSTOMER ACCOUNTS.
WHY THIS BILLING
METHOD?

14. Advantages to Using the Checklist:
3. AVOID UNNECESSARY REFUNDING COSTS AND
HASSLES AND KEEP CUSTOMERS HAPPY.
WHY THIS BILLING
METHOD?

15. Advantages to Using the Checklist:
4. GET PAID QUICKER! ALLOWSYOUR CUSTOMERS
TO VIEW BILLS & MAKE ALTERNATIVE
ARRANGEMENTS WITHYOUR STAFF IN ADVANCE.
WHY THIS BILLING
METHOD?

16. REQUESTED TOPIC:
DEALING WITH PARTIAL REFUNDS
Due to certain gateway integrations and the organization of ledger
data, iClassPro does not currently support processing partial refunds
directly through our software.
However, this is a feature we plan to incorporate a future update, once all of the
necessary preparations are made.

17. While we are working on the necessary changes, here are the
three recommended methods for recording refunds in iClassPro.
RECOMMENDATIONS:
Refund in full and collect
payment again.
(Full refunds are supported)
Issue a partial refund directly
through the gateway, then
manually correct the ledger.
Issue a partial refund directly
to the customer via check or
cash payment.

18. REQUESTED TOPIC: PARTIAL REFUNDS
CORRECTING LEDGERS
1. Copy the initial transaction data for your records.
2. Delete the original transaction.
3. Create 2 New Payments to replace the original transaction.
• One for the amount kept by your business & one for the refunded amount.
• Use External CC, Cash, or Check payment types to avoid drafting the customer a
second time.
4. Adjust the original charge amount (if not already done).
5. Apply the payment entered for the amount that was kept to that
charge.
6. Mark the remaining payment as refunded.

19. POPULAR FINANCIAL REPORTS:
Category List Report- shows charges issued by charge date, added taxes, and the balance paid/due.
Bank Deposit Report- shows payments collected by date, with optional program, location, and
charge category information.
Program Deposit Split Report- shows payment totals collected by program, broken down into
charge categories, refunds, and unapplied payments.
Aged Accounts Report- shows past due accounts by the period of time the charge(s) is(are)
overdue. All accounts one or more days overdue are eligible for late fees using the Late Fees task under
Transactions.

20. QUESTIONS?
FEEL FREE TO CONTACT SUPPORT, SEARCH OUR
KNOWLEDGEBASE, OR REFER TO THE QUICK
REFERENCE GUIDE FOR HELP!
877.554.6776
ICLASSPRO.COM