Overview
Date range invoicing using Date Range Session Types is billing that covers a date range rather than a set number of hours. If the student does not attend then the time is forfeit rather than sitting on the student's account as time yet to be used.
Article Sections
- When to use Date Range Session Types
- When Not to use Date Range Session Types
- Two Types of Date Range Session Type
- Create an Invoice to set the Date Range
- Date Range Invoicing
- Date Range Max Invoicing
- Monthly Billing
- Display
- Memorized Invoices & Date Range Session Types
- Split Billing & Date Range Session Types
- Bulk Advanced Invoicing & Date Range Session Types
- Reminder
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When to use Date Range Session Types
- This type of Session and Invoicing is best used for Subscriptions, Camp and Workshops where the student pays for a service which will be forfeit if not used rather than carried forward.
- When the service follows a pattern that falls into a date range.
- When using this type of Session, advanced invoicing must be used to define the timescales prior to scheduling.
When Not to use Date Range Session Types
- If you need to invoice after sessions with Invoice Outstanding.
- If you don't want to create invoices manually or use Memorized Invoicing.
- If you need to use the Low Hours warning email.
- If you need to closely monitor how many hours the student has left to use.
- When the service does not fall into a time frame.
Two Types of Date Range Session Type
There are two types of date range billing in Oases:
1. Unlimited time within a date range = Date Range - Invoice for a period of time, and the students can come as much as they like within that time period. This method is great for parent pay camp, day care or afterschool club.
2. Limited time within a date range = Date Range Max - Invoice for a period of time but set a maximum number of hours that may be scheduled within that time. This method is great for homework help drop-ins.
Create an Invoice to set the Date Range
3. In the main menu select: Financial > Invoicing - Private > Customers Tab.
4. Open the customer record and select the Billing tab.
3. Press New Invoice.
4. Select the Student if not pre-selected.
5. At this stage the Start Date Mins Days fields are greyed out.
6. Press on Select a session type and choose a date-range session type. This must have been set as date range when you setup the session type.
7. The date range fields will now go live and insert information.
Date Range Invoicing
8. For a Date Range session type the date will go white and the days will auto-fill with your settings from the Configure Session Types page. Change the date to the first day of service.
In the example below we are selling 7 days from Jan 17th. This will allow you to schedule this student for unlimited hours for the session type chosen for 7 days starting Jan 17th.
Date Range Max Invoicing
9. For a Max Date Range Session Type the Date will go white and the Mins and Days will be auto-filled from the settings made on the Configure Session Types page. Change the date to the first day of service.
In the example below we are starting service on March 11th and the student will receive a maximum of 480 minutes (8 hours) that must be used sometime in the 28 days after March 11th or they will be forfeit.
10. For both date range and date range max the terms of the invoice (minutes released and days in the range) may be changed manually in the invoice to be different to the terms set on the configure session type page. Useful for the first invoice when rolling out Oases.
11. Save your invoice.
12. If billing for multiple time periods add a row and repeat the above but with the date of the first day of the next period.
13. You may now schedule the sessions within the period. You may also create a schedule in advance of the time period but only sessions that fall into a date range on an invoice may be saved individually or closed out.
Monthly Billing
14. When setting up your Date Range or Date Range Max session types, using a range of 31 days will can behave in two different ways:
- 31 days
- calendar month
This is controlled with a Config Setting. Go to Setup > Company > Config Settings > Private > Session type days 31 month > Yes for calendar month or No for straight 31 days.
When set to yes, if you start a 31 day range (monthly) on any date after the 28th and the next month is not a full 31 days, the end of the range will adapt to prevent an overlap with the next 31 day range invoice. Helpful when using memorized invoicing.
In the invoice below the range is 31 days (monthly) but the end date is adjusted to February 27th so the next invoice can also start on the last day of the next month 28th February. When using memorized invoicing all future dates for invoicing will be the 28th of the month. To see the end date of any range look at the Students tab in billing or the Attendance tab in the student record.
Display
15. The invoice will drop into the list and you will see the start date and terms of the date range rather than hours.
16. On the Students tab of Private Invoicing press the student name to expand and view the details with start and end date.
17. In the Student record on the Attendance tab the Summary of Hours table will also detail this information.
18. The start and end date will also feature in the description of the invoice when printed.
Memorized Invoices
19. Date Range session types do work with Memorized Invoicing and can be set to create the next date range automatically. If using monthly memorized please set your config for 31 days to monthly per point 14.
Split Billing & Date Range Session Types
20. This type of invoicing will work with split billing.
Bulk Advanced Invoicing & Date Range Session Types
21. This type of invoicing will work with Bulk Advanced Invoicing.
Reminder
22. Note: This session type may not be used with credit limits for invoice outstanding. It must be used with advance invoicing using the NEW INVOICE button or the BULK ADVANCE INVOICE in the ACTIONS menu via the Customer tab in private invoicing.
Date Range Invoicing Screen Cast Video
Please press here if you don't see the video below