Charges


A Charge sets down the value of the service that you offer and is then applied to the organisation, business or individual who is paying for that service.


A Charge can be a total charge for the service, a charge per visit, or per hour. These parameters can all be set in Ensemble.


How to add a Charge:


       Go to Settings 🡪 Charges (under Accounts Section) and add a new record:



The below table sets out all of the information required to create a Charge:


Data Required

Explanation

Activity Rate

Activity Rate refers to the name of the Charge.

This is admin only and not seen by the customer.

Activity Rate Type

Activity Rate Type refers to the type of Charge being applied. There are four different types of Activity Rate:

Group Membership Charge 🡪 refers to a Charge made to an Ensemble

Hire Charge 🡪 refers to the Charge made when your service hires out resources

Charge per Pupil 🡪 refers to a Charge made per pupil

Charge for Time 🡪 refers to a Charge made for time spent

Is this complete? V4 has further Activity Rate Types

Charge Type

Charge Type refers to whether the Charge Value is per hour, per Charge Period (a set period e.g. a term) or per session.

Lesson Type

Can’t document

Band Type

Band Type allows you to set up a discounted price structure that sets different prices depending on a quantity. For example, the more hours purchased, the lower the hourly rate.

Hours 🡪

None 🡪 

Period 🡪 

Use Progressive Banding 🡪 

Multi Activity Discount

?

Pupil Duration

Pupil Duration refers to the length of time they are Charged for.

Here you enter the length of time the pupil or group of pupils are in a lesson.

Is there a Duration per Group to go in as well?

Charge Schedule or Actual

Charge Schedule or Actual refers to whether the organisation will be paying in advance of the services being provided or if they will paying in arrears:

Charge by schedule – paying for what is going to happen, e.g. 12 lessons scheduled

Charge for actual – paying for what was delivered e.g. 10 lessons of the scheduled 12 were delivered, charged for 10

Previous Charge Adjustment

A Previous Charge Adjustment gives an adjustment between scheduled and actual lessons delivered

e.g. used when you bill upfront, but still want to charge a customer for what they have received.

No Payer Remission

If you are charging an individual who has a remission on their account (has a cancellation of a debt or Charge) you can check this box to nullify that remission and Charge them for the new service.

No Enrolment Fee

?No enrolment fee - can't check if this is a checkbox or text box - simon?

Credit Based

?? Simon?

Suppress All Discounts

If there are other defined discounts for the Service this Charge relates to, checking this box will disable those discounts e.g. sibling discounts

Activity Rate Notes

You can enter notes about the Activity Rates here – V4 they are displayed online, is this the same for V5?

No Sibling Discount

If you have other discounts available that you don’t want to exclude from this Charge, you can check this box if you wish to disable the Sibling Discount only.

No Multi Discount

If you have other discounts available that you don’t want to exclude from this Charge, you can check this box if you wish to disable the Multi Discount only.

No Activity Remission

By checking this box, you suppresses remissions and none can be added to any record that uses this Charge. 

Is this right?

Group Free if in Centre Lesson

If you check this box, any attendants get to go to this group for free if they are learning in a Centre.

Group Free if in School Lesson

If you check this box, any attendants get to go to this group for free if they are learning in a School.

Ledger Codes

Ledger Codes are chosen from the dropdown list of codes already set up in Ensemble.


Ledger Codes must be set up for you to be able to create a Charge. If they are not set up, you will receive an error message.



This is currently throwing up an error, so can’t check the above table for changes


Error 15.11