Drop In Contract Billing works very much like Automated Contract Billing except that, rather than charging all families at once, only the selected family receives a charge. This way the charge may be posted at the time a child is picked up which is ideal for drop in care.
Getting There
- Look up a Family and click once on the name of the child to select them.
- With the child’s name selected click the Billing Box icon (money bag) on the child toolbar.
Set Up Drop In Contract Billing
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Select the scheduled time frame during which this item will apply (top left). Choose Standard Billing (all Schedules)
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Click the top (blank) line to add a new item.
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Select the Ledger Card of the person responsible for payment of this item. Typically either the Primary Payer (parent).
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Choose the Cycle for when this item is charged (daily drop in, hourly drop in, etc.).
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Choose a Description like “Tuition Drop In”.
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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 Drop In Contract Billing
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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.
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Click Save. A new blank line appears. Continue adding items as needed then click Save > Exit.
Run Drop In Contract Billing
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Look Up the family you wish to charge.
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From the Functions menu select Family Accounting > Drop In Billing Procedures > Contract Billing.
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Mark the Contract Cycle(s) you wish to process at this time like Daily or Hourly.
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Select a Date for “Children Enrolled As Of”. This will include only actively enrolled children in the selected family.
Note: Their Enrollment Status as of that date must be “Enrolled”. -
Choose a Post Date. This is the date the transaction will be recorded on the Account Ledger Card. If you are billing for today’s drop in charges then choose today’s date.
Note: The “Enrolled As Of” Date and the Post Date should usually be the same. -
Enter a Comment if needed. In most cases you’ll leave it as [Comment] which will use the individual comment from each child’s Billing Box.
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Enter an Amount Multiplier for the number of days or hours for which you are billing.
Example: If you were billing for 1 day (using a “Daily” contract cycle) the multiplier would be 1.00, but if you were billing for 5 hours (using an “Hourly” cycle) it would be 5.00, which would charge five times the hourly rate. -
Click Next.
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Select the items you wish to process and make any necessary changes to the Amount column.
Hint: Place a check in the column header to select all items. -
Click Post. Then Exit.