Billing Matrix
In the Genius Class system, billing is determined by a combination of two key factors: the charge type established at either the course or section level, and the billing group that is designated at the student or affiliation level. To help clarify this process, we will provide a detailed chart at the end of this document that visually represents the billing matrix.
Important Genius Logic: Charge Type
The Genius system first checks for a charge type that is set at the section level. If a charge type is found at this level, Genius will utilize it for billing purposes. However, in instances where no charge type is established at the section level, the system will then refer to the charge type designated at the course level and apply that instead.
Necessary Genius Logic: Billing Group
Similarly, when determining the billing group, Genius will first check for a billing group assigned at the student level. If a billing group is present at this level, it will be used for billing. In cases where no billing group is assigned to the student, the system will then look for a billing group at the affiliation level and apply that as necessary.
To initiate the billing setup process, we will first create a “Billing Group Type.” To do this, navigate to the upper right corner of your screen and hover over or click on the Administration Tab. From the dropdown menu, select “Lists” under the System Setup section. On the subsequent page, you will find the option to select “Billing Group Type,” which is the list you would like to manage.
Click “Add new entry.”
Enter your billing group name and set the status to “Active”. Then click “Save.”
Below are examples of “Billing Groups”
Now you are ready to create a “Charge Type”. Click the dropdown list and choose “Charge Type.”
Click “Add new entry.”
Enter your charge type name and set the status to “Active”. Then click “Save”.
Below are examples of “Charge Types”.
Now you are ready to setup the relationships between the billing groups and the charge types by creating a “Billing Item”. This is when you will also assign a cost to the new “Billing Items” based on the combination of the (Billing Group and Charge Type).
In the upper right corner, hover or click on the Administration Tab and click “Bill Items” under Finance.
Click “Add new bill item”.
This is where you will assign the combination and the price that represents the charge.
Here are some examples of different “Billing Items” based on various combinations such as:
Part-Time and Full Time with a regular Algebra 1 course receiving one price.
Part-Time and Full-Time with an AP Algebra 1 course receiving another price.
If you need to edit a Billing Item, click the pencil Icon next to the item and make the adjustments.
Important: Before making any change, keep in mind this has a wide-ranging impact.
Additional examples will demonstrate how to set the “Charge Type” at both the course and section levels.
Important: See Genius Logic at the top of this document to determine where to assign the billing group.
Next, click on the Courses Tab and choose your course.
Click Edit Information in the left navigation menu.
Choose your charge type from the dropdown list.
Setting the Charge Type at the Section Level
Click on the Sections Tab and choose your section.
Click Edit Information in the left navigation menu.
Choose your charge type from the dropdown list.
Setting the Billing Group at the Student Level
Additional examples will demonstrate how to set the billing group at both the Student and Affiliation levels.
Important: See Genius Logic at the top of this document to determine where to assign the billing group.
Search for the student in the upper right of your screen.
Click Edit Information in the left navigation menu.
Choose your Billing Group from the dropdown list.
Setting the Billing Group at the Affiliation Level
Click on the Affiliations Tab and choose your affiliation.
Click Edit Information in the left navigation menu.
Choose your billing group from the dropdown list.
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