After the bulk billing has been conducted for the billing period, enrolment changes should be accompanied with individual billing procedures to ensure reconciliation is correct and all students are billed correctly.

There are three types of enrolment changes that require further action:

  • Late enrolments
  • Early terminations
  • Changes in lesson type

The concepts of billing periods and reconciliation periods along with the Number of Lessons BP and Number of Lessons RP fields are key to these processes. For more information on these concepts and fields, see Billing Period and Reconciliation Period.

Late Enrolments

Late enrolments are any enrolments created after billing has been finalised for the billing period. These enrolments should be entered as usual in the Tuition Tab in Students. For more information see Add Tuition Enrolment Procedure Checklist.

Adjust Number of Lessons BP to reflect the number of lessons the student should receive in the billing period. Likewise, adjust Number of Lessons RP to reflect the number of lessons the student should receive in the reconciliation period.

In the example above, the school bills each term and reconciles once a year. Because they teach 8 lessons per term and 32 per year, the Number of Lessons BP is '8' and Number of Lessons RP is '32'. If the late enrolment is mid-way through Term 2, then the Number of Lessons BP might be set to '4' and Number of Lessons RP to '20'. If you would like to discuss the concepts behind Number of Lessons BP and Number of Lessons RP further, contact the Music Monitor Team.

Once Number of Lessons BP and Number of Lessons RP are set correctly, select Send to Accounts and follow the prompts to create a billing line item.

Early Termination

Early terminations are any enrolments terminated before all lessons for the billing period are delivered. These enrolments should be terminated as usual in the Tuition Tab in Students. For more information see Manage Tuition Enrolments.

Adjust Number of Lessons BP to reflect the number of lessons to be credited to the student (e.g. '-4' to credit four lessons). Then select Send to Accounts and follow the prompts to create a billing line item.

Next, set Number of Lessons BP to reflect the number of lessons the student should receive in total for the billing period. Likewise, adjust Number of Lessons RP to reflect the number of lessons the student should receive in the reconciliation period.

Change of Lesson Type

Change of lesson type occurs when a student changes enrolment type part way through a billing period (e.g. Individual 30 min to Individual 45 min).

There are two steps that need to be followed for billing purposes:

  • Send credit for lessons of original type.
  • Send fee for lessons of new type.

To send the credit, adjust Number of Lessons BP reflect the number of lessons to be credited to the student (e.g. '-4' to credit four lessons). Then select Send to Accounts and follow the prompts to create a billing line item.

To send the new fees, change the Number of Lessons BP field to the number of lessons to be charged (e.g. ‘6’). Then, select Send to Accounts and follow the prompts to create a billing line item.

Double check Number of Lessons RP is correct. If the credit and fee were for the same number of lessons, Number of Lessons RP should remain the same.