When a student changes Lesson Type, for example changing to a different length lesson or between individual and shared lessons, the recommended process is to keep the same enrolment current, change the lesson type, and make the billing adjustments as needed.

Change Between Billing Periods

If the change comes at the end of a billing period, you simply change the lesson type before the billing run.

Remember, if your billing run is before the end of the term, and so you are making this change while there are still future lessons scheduled, you will need to select No to updating the existing calendar entries.

Change During a Billing Period

If a student's lesson type changes part-way through a term, presuming you billed in advance for the term, you will need to adjust the amounts charged. The method below is recommended because it is simplest, least error-prone, and most accurately reflects what has actually happened in this situation.

  1. Credits for the Old Lesson Type
    If a student was having 30-minute lessons, and they increase to 45-minute lessons, the remainder of their 30-minute lessons are cancelled and need to be credited to the student's account. If, for example, there are 6 lessons remaining at the time the change takes place, you need to credit 6 x 30-minute lessons to the student.
    Open the enrolment, change the No. Lessons BP field to "-6" and select the blue Send to Accounts button.
  2. Change the Lesson Type
    Now change the Lesson Type to the 45-minute lessons that the student will now be enrolled in.
    Music Monitor will alert you that this affects existing scheduled lessons and offer to update the calendar entries for the upcoming lessons. You should select Yes to this.
  3. Charge for the New Lesson Type
    The 6 remaining lessons at 45 minutes that the student will receive have not been billed, so now you need to send the charge to accounts.
    When you selected the new Lesson Type, the No. Lessons BP field would have automatically filled with the default number of lessons (usually a whole term). In this example, you need to change that number to "6", then select the blue Send to Accounts button.

Note that in this process, the No. Lessons RP field remains unchanged, because the student will still receive the same number of lessons across the period - some at the old lesson length and the remainder at the new lesson length.

Note also that if you use the Averaged Salaries module, you will need to update the entries in there as well. The change you're making is the same as for the student charges, reducing the old lesson length and adding the new lesson length.

Here is a video guide to this procedure.