What? 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? 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?
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”.