Overview
When a student changes to a different length lesson or between individual and shared lessons, that is administered by changing the Lesson Type on the enrolment. The recommended process is to keep the same enrolment current, change the Lesson Type, and make the billing adjustments as needed.
Between Billing Periods
If the change comes at the end of a billing period, you simply change the Lesson Type before the billing run.
Remember, if your billing run is before the end of the term, and so you are making this change while there are still future lessons scheduled, you will need to select No to updating the existing calendar entries.
During a Billing Period
If a student's lesson type changes part-way through a term, presuming you billed in advance for the term, you will need to adjust the amounts charged. The process in brief is:
Check lessons billed against lessons given.
Create credit accounts lines as needed.
Change the Lesson Type on the enrolment.
Bill for the upcoming lessons with the new Lesson Type.
The Process
The method below is recommended because it is simplest, least error-prone, and most accurately reflects what has actually happened in this situation.
Check Lessons Billed Against Lessons Given
If a student was having 30-minute lessons, and they increase to 45-minute lessons, the remainder of their 30-minute lessons are cancelled and need to be credited to the student's account.
Go to the Students file and open the record for that student.
Go to the Accounts tab and check how many lessons were billed to the student for the Reconciliation Period these lessons fall in. If you reconcile every term, that will just be the current term's billing, but if you reconcile once per year you need to add up all billing for this enrolment in the current year.
Open the enrolment and select the green Attendance button
If your Reconciliation Period is a whole year, select this year in the Year field. If it is shorter, select it in the Term & Year field.
Music Monitor will then calculate the billable lessons given in that period.
The difference between the number of lessons billed and the number of billable lessons given is the number you need to send in credits to the student's account.
Create Credit Accounts Lines
In the example above, the student had been billed for 16 lessons and given 13, so three lessons need to be credited.
Enter "-3" in the No. of Lessons BP field and select the blue Send to Accounts button.
Change the Lesson Type on the Enrolment
Now change the Lesson Type to the 45-minute lessons that the student will now be enrolled in.
Music Monitor will alert you that this affects existing scheduled lessons and offer to update the calendar entries for the upcoming lessons. Select Yes to this.
Charge for the New Lesson Type
The remaining lessons at 45 minutes that the student will receive have not been billed, so now you need to send the charge to accounts. When you selected the new Lesson Type, the No. Lessons BP field would have automatically filled with the default number of lessons (usually a whole term).
Change that number to balance the credits you created for the old enrolment (in this example, set it to 3), then select the blue Send to Accounts button.
Note that in this process, the No. Lessons RP field remains unchanged, because the student will still receive the same number of lessons across the period - some at the old lesson length and the remainder at the new lesson length.
Note also that if you use the Averaged Salaries module, you will need to update the entries in there as well. The change you're making is the same as for the student charges, reducing the old lesson length and adding the new lesson length.
Here is a video guide to this procedure.