Billing Plans & Items set-up is found under Billing > Configuration > Plans And Items.
TYPES / OPTIONS:
Plans: Happen repeatedly with some amount of predictability and consistency
Items: Used for more sporadic charges that do not repeat (e.g., Registration Fees, Activity Fee, Field Trips)
NOTE: You will need to set-up fees like: Registration Fee, Late Fees (for late invoices), Late Pick-up Fee, etc. as Items if you plan to apply these.
Once these are set-up as Items - you will set these as available (in a drop-down list) to be able to select from for automated application - under Billing "Settings" tab > for the "Registration Fee" and "Schedule" > "Automatic Late Fee" settings
Bundles: Two plans (frequency set to Scaled pricing) bundled together for a discounted price
Punch Cards: Used to pre-purchase a set number of drop-in days in. Also, a one-time charge
Select the Add+ button to add a new Plan, Item, Bundle or Punch Card.
From there you can begin to configure the use case.
For Plans:
Plans happen repeatedly with some amount of predictability and consistency
Description: What is the name/title of the charge/program? (ex: "After School (2023-2024)" ; "Summer Camp 2024" ; "10 Day Punchcard" ; "5-6 Year Old Before Care 2024")
Category: Select "Tuition" if it is a Plan with a recurring charge; Leave blank if it is a one-time charge
Program:
What overarching Program does this Plan or Item "live" under?
Ex: When parents search for all your "Electives" (Program) they might find "Guitar" and "Karate" listed as Plans underneath
To populate the drop down list for "Program" - this is configured under "Billing"> "Configuration" > "Settings" > "Plans and Items Settings"
Frequency:
Flat Rate - You have a flat or fixed rate for the plan/program/item. You pay a fixed amount for care regardless of how many days or weeks a child attends. The set fee remains constant each billing period. This simplifies budgeting, as the cost does not change based on attendance. It is ideal for families who have a consistent and predictable attendance.
EXAMPLE: Whether a child attends 5 days, 3 days, or just 1 day in the week, a parent will pay the same flat rate of $200.
Invoices can be sent out: Daily, Weekly, Biweekly, Monthly, Semi Monthly, Bimonthly
Scaled Pricing - Depending on the frequency a child is attending a program - pricing will vary. Also known as "variable pricing", scaled pricing adjusts based on the number of days or weeks a child attends care. This means that the charges will fluctuate according to your child's actual attendance. For example, if a child attends care for more days in a given billing period, the total cost will increase proportionally. If a child attends fewer days, the cost will decrease. This pricing model allows for flexibility and can be beneficial for families whose childcare needs vary from week to week.
See more configuration guidance for Scaled pricing below...>>
Invoices can be sent out: Weekly, Biweekly, Monthly
EXAMPLE: Let’s say the childcare center charges $50 per day for care. If your child attends for:
5 days in a week: Your weekly charge would be $50 x 5 = $250.
3 days in a week: Your weekly charge would be $50 x 3 = $150.
1 day in a week: Your weekly charge would be $50 x 1 = $50.
Charged Daily by Schedule - designed for remittance processes that allows you to set a daily rate and will look at how many days a child is scheduled; and bill the family this flat charge for each day they’re scheduled in the upcoming billing period.
Invoices can be sent out: Weekly
Amount: The $ cost
Default Expiration: Does this plan/pricing/program have an expiration date? Allows you to bulk unenroll children in this plan on a certain date. ie. When Academic Year ends, no one gets billed.
Ledger Account: Feel free to map you ledger account codes to this charge for your bookkeeping purposes and reporting; Is used for accounting and can be exported into your accounting system of choice. Also see Ledger Detail Report.
Date Type: Select "Time Period" if you want to map this charge to one of your Time Periods; Leave blank if it does not map to a specific Time Period
If you select "Time Period" then "Service Date(s)" field will appear to select which Time Period to associate. To populate the drop down list for "Service Dates (aka Time Periods)" - this is configured under "Billing"> "Configuration" > "Settings" > "Time Periods"
Times: What times during the day is this plan/program offered (in service)?
Registration Window: What is the first day people can begin regsitering for this plan/program/elective? What is the last day?
The parent led registration site will automatically remove the program from view/being selected after the last day.
Eligible Grades: What grades are eligible (allowed) to enroll in this program?
The system will not show this program as an option to registrants who do not apply.
Link to Schedule: What Schedule Type does this Program/Plan map to?
"Schedule Types" (the available drop down list for this field) are configured under "Admin"> "Configuration" > "Schedule Types"
Restrict to the following designations:
Do you want only a specific designation of registrants to be able to sign up for this plan/program/price? If Yes, then select which designation to only show this plan as an option for.
"Designations" (the available drop down list for this field) are configured under "Admin"> "Configuration" > "Designations"
A "Designation" in the system is an alternate Registration site/URL designated for specific registrants that fit a specific criteria or are applicable for an alternate offering or set-up than the general population.
Exempt from registration fee (checkbox): Check this box if this particular charge is exempt from a standard registration fee that is normally applied at check-out.
>> More on Scaled Pricing >"Frequency" field set-up:
If you select Scaled Pricing you will see additional configuration fields appear:
Program Offered On: Chose days of the week the plan/program is available.
Required Enrollment: Choose the minimum and maximum days of the week a child can register/enroll for.
X Day/Wk Amount: Outline the scaled pricing as the frequency increases. Be sure you are putting in the TOTAL amount owed for that row's frequency (not the interval or additional amount).
For Items:
Items: Used for more sporadic charges that do not repeat (e.g., Registration Fees, Activity Fee, Field Trips)
NOTE: You will need to set-up fees like: Registration Fee, Late Fees (for late invoices), Late Pick-up Fee, etc. as Items if you plan to apply these.
Once these are set-up as Items - you will set these as available (in a drop-down list) to be able to select from for automated application - under Billing "Settings" tab > for the "Registration Fee" and "Schedule" > "Automatic Late Fee" settings
Shorter number of fields to apply than "Plans" (above) but same definitions.
Do not select "Program" option typically for standard Items unless the one-time fee is specifically associated with a Program.
Refundable Deposit: Yes or No - is the this a deposit that is refundable?
Drop-in Daily Rate: Is this Item a Daily rate for a drop-in program/offering?
DETAILS fields:
Leave these fields blank for Items that are a standard one-time fees like: "Registration Fee" or "Late Drop Off Fee"
If the Item is instead for a limited time program or elective then:
Date Type: Does this Item cover a: Date Range or is it Recurring or is it for an Individual Dates? Depending on what you select (i.e. Date Range or is it Recurring or is it for an Individual Dates?) configure the date range of the offering.
Exempt from Registration Fee: Is this Item charge exempt?
Exempt from Sibling Discount: Is this Item charge exempt?
All other Details Fields are same definitions as listed above under "For Plans" fields
For Punchcards:
Punch Cards: Used to pre-purchase a set number of drop-in days in. Also, a one-time charge
Category: Select "Tuition" if it is a recurring charge; Leave blank if it is a one-time charge which most Punchcards purchases tend to be
Number of Days: How many days is this good for? i.e. How many Days is the Amount (i.e. Price) you enter in this Punchcard set-up good for?
All other Details Fields are same definitions as listed above under "For Plans" and "For Items" fields
For Bundles:
Bundles: Two plans (frequency set to Scaled pricing) bundled together for a discounted price
Select the two separate Plans you are offering a Bundle price for
Configure the pricing for this bundle. Fill in the price/cost associated with how the two plans could be bundled.
If, for example, you only offer FullTime/5 days/week options for both of the Plans you can leave all fields blank except for the one field where 5 Days/Wk ROW and COLUMN intersect.
All other Details Fields are same definitions as listed above under "For Plans" and "For Items" fields
Once you have all your charge types set-up:
You can continue to add more in the future (ex: upcoming academic years, next year's summer camp, etc) as well as manage the existing types. To manage what you have configured:
Select the Action button to the right of any listed item type to: Edit, Suspend, Archive or Propagate.
