How to Process Bulk Charges and Manual Billing in Playground
Playground provides flexible billing options for processing bulk charges and manual billing adjustments. You can handle various scenarios, including billing for missing weeks, managing tuition, handling copay charges, and troubleshooting billing errors.
Steps to Process Bulk Charges
Bulk Charge Students for a Specific Fee or Missing Week
To charge multiple students the same fee (e.g., a missing week):
Navigate to Billing > Statements.
Check the boxes next to the students you want to charge.
Click Actions > Charge Payment Methods.
Enter the necessary details: - Description: Specify what the charge is for. - Amount: Provide the charge amount.
Click Charge to process payments.
Charge Students Manually After Autopay Fails
If autopay did not process charges:
Open Billing > Statements.
Select the students whose accounts need to be charged.
Click Actions > Charge Payment Methods.
Enter charge details and confirm the action.
If applicable, manually allocate charges to a specific outstanding balance or invoice.
Bulk Charge for Monthly Tuition
You can bulk charge guardians for tuition specific to a center:
Go to Billing > Statements.
Use the checkboxes beside each student or the top-left checkbox to select all.
Click Actions > Charge Payment Methods.
Complete the billing item form: - Description: Provide details for the charge. - Amount: Enter either a custom amount or use the Student Balance option for all selected accounts. - Payment Methods: Use current payment methods or set autopay methods for all guardians.
Confirm Charge for immediate processing.
Note: Billing is unique to each center and cannot be processed across centers from Enterprise accounts.
Handling Adjustments in Bulk Billing
Creating Charges for Students with a Copay
To generate bulk charges for students sharing a copay amount:
Go to Billing > Overview, then select Create Debits.
Select the appropriate students.
Add billing items: - Price: Specify the charge amount. - Description (Optional): Add details for clarity on invoices. - Recurring Options: Configure recurring settings as per requirements.
Notify guardians (via app or email), then process the invoices.
Reflecting Absences in Weekly Billing
If you need to reduce the billing amount for a specific week:
Apply a discount directly to the targeted installment.
Avoid general credits, as they are less specific.
Ensure the adjusted charge reflects on the corresponding weekly invoice.
Troubleshooting Bulk Debit Issues
Occasionally, the "Add Billing Items" button may be unavailable during bulk debits:
Ensure all selected students have the same billing frequency (e.g., monthly).
Remove "split-family" profiles, as billing must be done separately for these.
After correcting the selections, the option should become available for processing.