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

Number of Lessons

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.

  • Billing Period (BP) - This is the standard number of lessons you bill for in each billing cycle.
  • Reconciliation Period (RP) - This is the standard number of lessons expected to be delivered by the time you reconcile lessons given against lessons billed.
  • If you reconcile every billing period, these numbers should be equal in the general case.

In the example above, the school bills 16 lessons each semester and reconciles once a year. Because they teach 32 lessons per year, the Number of Lessons BP is 16 and Number of Lessons RP is 32.

NOTE: Adjusting the No. of Lessons RP to reflect any changes, as you go along, means you can use the Send Lesson Adjustments to Accounts script later. That script compares the number of lessons given with the No. of Lessons RP value, so if you have corrected this value, it will not erroneously pick up the ones you have already adjusted for.

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.

When billing for late enrolments, you will generally need to adjust the BP to the number of weeks remaining before the next billing cycle, and the RP to the number remaining before the end of the reconciliation period.

In the example above, if the enrolment comes mid-way through Semester 1, then the Number of Lessons BP might be set to 8 and Number of Lessons RP to 24.

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.

If the missed lessons are to be credited, adjust Number of Lessons BP to a negative number, to reflect the number of lessons to be credited to the student. 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.

In the example above, if the student started off enrolling for the full year, but left with special consideration 5 weeks before the end of term, and you have agreed to credit those missed lessons, you will set the BP to -5 and the RP to 27 (which is 5 less than the full year of 32).

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. This value counts the total of all lessons in both lesson types, so if the credit and fee were for the same number of lessons, Number of Lessons RP should remain the same.