How to roll over one term to another

How to roll over one term to another

Step 1- Create a new term

Go to settings—classes—Terms 

Click add a new term and enter the appropriate start and end dates

Step 2- Add any public holidays 

Go to settings—general---holidays 

Click add new to add any public holidays that you do not wish to include in billing calculations

Step 3- Rollover

Go to settings—classes—Term rollover

Select the term you wish to roll over from

Then select the term that you wish to roll over into.

You can select if you want to just roll over classes. (ideal if you get customers to re-register online at the start of each term) 

Or you can include students in the roll over and they will be rolled over based on their current permanent bookings.

If you wish to create pending payments (invoices) for these students, please tick the generate pending payment option and choose the per class pricing option.

Note: The generation of invoices in the roll over is based on the level pricing. Therefore its important to ensure that your level pricing is set up correctly before rolling over. 

How can I manage a price increase?

During the roll over process, the amount applied to created invoices and classes is pulled from the pricing settings (level pricing) as opposed to the existing class pricing. 

If you want to manage a price increase and have this apply to the rolled over classes and invoices all you need to do is update your pricing setting in level pricing. 

Communication: How do we communicate with customers that their next term invoice is ready.

Note: There are no automated communications are incorporated in the roll over process. You can notify customers that their invoice for next term is ready by using the bulk emailing function in the list section.

Customers can view and pay their invoice via their app or web portal. 

Other common roll over questions

Can I send a customers their invoices?

No you cannot send an invoice directly. The customers can access their invoice via the portal or app. You can send a statement (summary of all outstanding invoices for a customer). Please see parent profile-----send statement.

Can I just roll over classes and not students?

Yes, you can. Just don't select/tick the include students checkbox in the roll over. 

You may use this approach if you use an online booking model where customers re-enrol each term.

Roll over checklist

1. Set up new term

2. Set up holidays if any 

3. Ensure pricing settings are up to date

4. Ensure all auto discounts and tag discounts are set up correctly 

5. Process roll over (be sure to select the correct inputs such as including students, creating invoices and the correct price type

6. Do not refresh during the roll over process, wait for the process to continue.

7.  On completion, go to the weekly view, skip forward to the new dates and check all classes/students appear to be there.

8. On completion, go to the payment list and put the "invoice date created" as the current date. Check that the number of invoices generated for the roll over makes sense. 

9. Review the amounts of the invoices created, make sure everything looks correct. 

10. Send out a bulk email to let customers know that the new term enrolments have been rolled over and new invoices for the term are now available for payment. 

11. If you are using direct debit, you will need to complete a further step to create a payment schedule for the new term invoices via the create Ezidebit schedule feature.