Use the following procedure to add a charge schedule.
1. From the Financial Transactions section of the Setup menu, select Billing > Charge/Proration Schedules. The Charge Schedule Schedules page is displayed.
2. In the List of Charge Schedules grid, click Add Charge Schedule. The Add New Charge Schedule section is displayed.
3. Complete any of the following fields for the new charge schedule, as necessary:
•Name: Enter a name for the charge schedule.
•Template Name: If necessary, select a Charge Schedule Template. The Charge Schedule’s fields will be auto-populated based on the template.
Note: Only templates associated with active terms will be available.
•Asset Type: Select an associated Asset Type for the charge schedule.
Note: Each asset type can have multiple charge schedules.
•Term: Select a term to which the charge schedule will be linked. A charge schedule may be linked to a term for billing purposes.
If a term is defined for a charge schedule, then term dates determine billing period dates for a contract for all charge schedule types except Charge List. Additionally, all financial transactions are associated with the linked term. This allows institutions to identify transactions for a specific term.
•Holiday Schedule: Select an associated holiday schedule to specify dates that are not included in billing and proration calculations.
•Charge Code: Select the transaction code to categorize the charge associated with the contract item. The Charge Code options are based on the Asset Type selected.
•Credit Code: Select the “transfer in” transaction code to categorize the deposit associated with the contract item. The Credit Code options are based on the Asset Type selected.
•Charge Method: Select the time in which the service usage period is counted (Daily or Nightly). When ResCenter calculates a time period for which to charge or credit, calculations are based on an interval between two dates—either the number of days (Daily) or the number of nights (Nightly).
Example of Daily usage period calculation method:
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Term Dates: 08/24/18 - 12/16/18 (115 days) Holidays: 11/24/18 - 11/26/18 (3 days) Charge: $1 per day - $112.00 total o Early departure on 11/27/18: Refund $20.00 for 20 days not being used o Early departure on 11/26/18: Refund $20.00 for the same 20 days not being used because 11/26 is a holiday and was not charged initially o Early departure on 11/23/18: Refund $21.00 for 21 days not being used o Early departure on 08/24/18: Refund $111.00; The first day is charged |
Example of Nightly usage period calculation method:
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Term Dates: 08/24/18 - 12/16/18 (114 nights) Holidays: 11/24/18 - 11/26/18 (3 nights) Charge: $1 per night - $111.00 total o Early departure on 11/27/18: Refund $19.00 for 19 night not being used o Early departure on 11/26/18: Refund $19.00 for the same 19 nights not being used because the night from 11/26 to 11/27 is a holiday night and was not charged initially o Early departure on 11/23/18: Refund $20.00 for 20 nights not being used o Early departure on 08/24/18: Refund $111.00; No nights to charge for |
•Schedule Type: Select the type of charge schedule (Single Charge, Charge Per Day/Night, Weekly Charge, Monthly Charge, Charge List, or No Charge). Refer to Charge Schedule Types in the Charge/Prorations Templates section for more information about each option.
•Charge Amount: Enter the amount that this schedule will charge the patron. The amount must correlate with the charge schedule’s type. For instance, if you’ve set up a Weekly charge schedule, enter the weekly charge amount in this field.
•Post: Select the post type for this charge schedule.
4. For the Valid Date Range, select the From and To dates to define the date range of the charge schedule.
5. To enable the charge schedule to be used, check the Active check box.
6. If necessary, check the Default check box. If a charge schedule is marked as a default, it will automatically get linked to a contract when a user creates a contract for an asset type.
7. If necessary, check the Family Default check box.
8. Click Save. The Charge Schedule successfully added message is displayed.
After a Charge Schedule is created, a Proration Schedule can be added to it.