Overview
If you bill in advance for ensemble enrolments, there may be circumstances where you later need to send adjustments if you allow circumstances where absences may not be billable.
Music Monitor allows you to note rehearsals to be credited throughout the billing period and then send across the adjustments in one batch.
Setup
Ensemble Fees
This process relies on your ensemble fees being set up as a fee per session and a number of sessions per billing period. An alternative is to set the No. Sessions to "1" and the fee to a full term fee (see Manage Ensemble Fees), but that option does not allow this process of calculating credits (or any other partial costs). If you take that option you would need to calculate any partial amounts manually.
Allowable Absences
This script uses a field from the Ensemble Rolls, where you can note Allowable Absences for a student in an ensemble rehearsal. If the student's absence meets your criteria, simply add one to the Allowable Absences tally on the roll.
In the screen above, you can see that although these two students had an absence on 21/10, it has been deemed allowable and they have 1 in the Allowable Absences field.
Note: The cancellation on 4/11 does not automatically result in a credit. When a whole ensemble rehearsal is cancelled, a credit line can be sent immediately for the whole class (see Billing Ensembles), or else you need to add one to everyone's Allowable Absences tally.
Send Ensemble Adjustments
At the end of your billing period, when it is time to reconcile, you can use this script to find all Allowable Absences and create a credit line for them.
Go to Common Tasks > Billing > Send ENSEMBLE ADJUSTMENTS to Accounts file.
You will be asked to select the billing period you're looking for. You also have the opportunity to restrict your search to a particular ensemble if desired.
The script will find ensemble enrolments that have a number in Allowable Absences for the relevant period and pause for you to check the list. If it is correct, select Continue.
It will pause again on a list showing the account lines it proposes to create. It will calculate credit for one session for each Allowable Absence.
If you wish to make changes, you can edit the No. Sessions field here, or also omit enrolments from the list if you do not wish to create a credit amount for them.
Once you are happy with your list, select Send to Accounts, and the lines will be created on the student accounts.