The ClassReach Documentation for admins

Adding Charges

Here we will discuss how to go about adding charges to your customers’ accounts. There are two main ways of going about adding charges. The first one we will talk about is how to add a charge to an individual customer. The second one we will talk about is adding charges via the Transaction Batches. The Transaction Batches allows you to post charges for a particular Account/Category to multiple customer accounts at once. This is all done via the Admin control panel.

  • Sign in to your Admin ClassReach account.
  • Navigate to the Financial tab

To Add a Charge to an Individual Customer:

  • Navigate to the Customers tab in the window
  • Select the customer you would like to add a charge to
  • Click the Add Charge button under the Balance Due
  • Select an Account.
  • For Accounts attached to Scheduled Invoices (like tuition):
    • Category: the category you would like to attach the charge to
    • Amount: the amount of money you would like to charge
    • Description: any details you would like the customer to know
    • How should the amount be split between the remaining _ invoices for this agreement?
      • Split evenly between all remaining invoices: this will take the total amount you’ve entered and divide it between the remaining invoices.
      • Apply the full amount to the earliest remaining invoice: this will take the total amount you’ve entered and add it to the upcoming invoice.
      • I want to manually split the amount: this will show you the remaining invoices for this plan and allow you to split up the amount as you see fit.
  • For Accounts attached to As-Needed Invoices:
    • Category: the category you would like to attach the charge to
    • Amount: the amount of money you would like to charge
    • Description: any details you would like the customer to know
    • How should this transaction be invoiced?
      • New Invoice: This will create a new invoice that you can set the Post Date and the Due Date for.
      • Existing Invoice: This will allow you to choose an active (must not be past due and must have a remaining balance) invoice to add the charge to.
  • Click the Save button.

To Add Charges via Transaction Batches:

  • Navigate the Dashboard tab in the window
  • Click the Add Transaction Batch button in the Pending Transaction Batches column.
  • Fill in the relevant fields:
    • Name: The name as you would like it to appear
    • Invoice Post Date: The date you would like the invoice to appear on your customers’ accounts.
    • Invoice Due Date: The date you would like the invoice
  • Click the Save button
  • Select the name of the batch you just created
  • Click the Download CSV Template button: this will download a spreadsheet to your computer where you will be able to go through all the customer accounts and mark the amount you would like charged to each.
  • Choose Upload Transactions once your CSV is accurate.
  • Click the Upload button
  • Save your work
  • Click the Publish Batch and confirm

Related Documentation:

Account and Categories

Adding Payments