Overview
Add or remove hours without an invoice using Quick Hours for a Private Pay student.
Article Sections
- Usage
- When Not to use Quick Hours
- Add Quick Hours
- Remove Hours with Quick Hours
- Check Your Edits using Summary of Hours
- Custom Report to View Quick Hours
Usage
Quick Hours is time allocated to or removed from a student without the need for an invoice. Usually used for:
- You do not use TutorFirst for invoicing and hours are allocated from invoices created elsewhere and delivered manually or via API.
- Remove unused hours at the end of a program without creating negative invoice.
When Not to use Quick Hours
- Quick Hours must not be used in conjunction with Invoice Outstanding. Create an invoice with a zero rate to give hours to a student normally invoiced via Invoice Outstanding as you will need to reconcile sessions to this invoice.
- Correcting a Problem with Quick Hours will not leave an obvious audit trail, so if you invoice in TutorFirst consider using invoices to adjust or move student hours.
- Refunding time with money to a customer must be done with a negative quantity invoice.
- Date Range Session Types cannot be used with Quick Hours as there must be an invoice to indicate the start of the date range.
Add Quick Hours
1. Open the Student Record.
2. Click on the Attendance Tab.
3. Press the clock icon.
4. The Quick Add Time box will open.
5. Add details as follows:
- The Session Type (Date Range Session Types are not available for selection)
- Any Notes about the Hours
- The time in minutes. Add a negative in front of the minutes to remove time.
6. Press Quick Add.
7. The hours will be added to the Quick Hours column in the Summary of Hours. Hours may be scheduled in the normal way.
8. The Invoice Unused column will display the use of Quick Hours as if they had been invoiced as they are hours released to the student.
In the example below 2 hours have been released by Quick Hours, both those hours have been scheduled but only one of them closed out by submit, review or approve. So the Invoice Unused is one.
Remove Hours with Quick Hours
9. Hours may be removed using a negative symbol before the minutes.
10. The total will be adjusted.
Note: Adding or removing hours to/from a student using Quick Hours will not generate or adjust an invoice.
Custom Report to View Quick Hours
11. Go to custom reports and start a new Student Custom Report.
12. Add the Student First and Last names and the Quick Hours fields to the selected Fields area.
13. Press Save As and give your report a name.
14. Set the report grouping as Quick Hours ID to get a line for each entry.
15. Set the sorting of your report by Last Name, First Name then Quick Hours date.
16. Add a rule to show only items in the report that have a Quick Hours ID.
17. Press preview to view your results.
18. Save the report.