Getting There

1. Look up a Family and click once on the name of the child to select them.
2. With the child's name selected click the Billing Box icon (money bag) on the child tool bar.
3. If you have the Attendance Tracker module there will be two tabs, one for Contract billing and another for Billing Formulas. Otherwise Contract billing will be the only choice.

Divorced Parents: How to handle Billing for Divorced Parents or multiple payers.
Contract vs Formula: Learn about the Difference between Contract & Formula Billing.

Using Contract Cycles

1. Select the child's schedule to which this item will apply (top left). Choose Standard Billing (all Schedules) or pick a particular schedule from the list.

Example: You may want to charge a Monthly Supply Fee all the time and would choose "Standard Billing (all Schedules)" for that purpose, but the Tuition Fee may vary based on the schedule to which the child is assigned so you would choose a current or future schedule to assign those rates.

2. Click the top (blank) line to add a new item.
3. Select the Ledger Card of the person responsible for payment of this item. Typically either the Primary Payer (parent) or a subsidizing agency (see Agency Accounting Overview).
4. Choose the Cycle for when this item is charged (weekly, monthly, etc.).
5. Choose a Description like “Tuition Toddlers”, “Family Discount”, “Copayment Fee”, etc.
6. Enter a Comment if needed to describe this item. It’s not necessary to put the child’s name in the comment box. You’ll have the option to automatically include their name when you run the Automated Billing procedure.

Family Discounts - Use a percentage as the Comment (like 10% older child) to automatically calculate the discount. Learn more about Family Discounts.

7. Enter or confirm the Amount. If this item has been set up for a Standard Amount the amount will automatically be entered, although you may type over it as needed.
8. Click Save. A new blank line appears. Continue adding items as needed then click Save > Exit.

Using Billing Formulas

Use of formulas requires the Attendance Tracker module. Billing Formulas must be set up first in the System Configuration.

1. In the child’s Billing Box click the Billing Formulas tab.
2. Select the child's schedule to which this item will apply (top left). Choose Standard Billing (all Schedules) or pick a particular schedule from the list.
3. Click the New Formula button.
4. Select the Ledger Card of the person responsible for payment of this item. Typically either the Primary Payer (parent) or a subsidizing agency (see page 72 for agency set up).
5. Choose a Description like “Tuition Toddlers”, “Family Discount”, “Copayment Fee”, etc.
6. Choose the Formula Name used to determine the amount this item (hourly rate, late pick up, etc).
7. If the formula has Variables such as the rate, etc. enter the appropriate number(s) in the Value column.
8. Enter a Comment if needed to describe this item. It’s not necessary to put the child’s name in the comment box. You’ll have the option to automatically include their name when you run the Automated Billing procedure.
9. Click Save > Exit to return to the child’s Billing Box. Continue adding items as needed then click Exit.