What does this feature mean?
Pro rata adjustments allow the system to automatically calculate the customised price for when a student starts midway through a billing period.
The calculation is available for rates that use the price type ''Price per rate'' and is based on the actual number of lessons within the period.
Why should I use this feature?
This feature ensures fair and accurate pricing when students enrol late in a billing period.
It reduces errors through manual calculations, improves transparency, and helps ensure that only the correct amount is invoiced.
How do I use the feature?
Step 1: Create or edit a rate with the price type “Price per instalment”
Go to ''Finance'' → ''Fees'' to create a new rate or open an existing one and set the price type to 'Price per rate.'
Step 2: Define when adjustments should apply
In the rate setup, define after how many days into the billing period proration the adjustments should be applied.
This determines the cut-off point when a customised price is suggested.
Step 3: Add or start a student within the billing period
When a student starts after the defined number of days, the system automatically suggests a customised price based on the remaining bookings in the period, nothing manual needs to be adjusted.
Step 4: Manage adjustments
If the pro- rata adjustment is not handled immediately, or if the user lacks the necessary permissions, it will appear under the in tray icon and "Pro- rata charges".
Select one or more to approve the suggested price or retain the original price.
Click ''Handle pro rata charge'' on an individual item to specify a price different from the suggested one.
Please note
- The feature is enabled automatically; no manual activation is required.
- Only rates that use “Price per rate” support proration adjustments.
- The permission “Manage_Deviation” is required to manage and approve proration adjustments.
- If a pro rata adjustment is not approved, it cannot be invoiced.
- Pro rata adjustments awaiting approval can always be found under the 'In tray icon' → “Pro- rata Charges”.