ML Schedules™ Software provides District Admins with the ability to set up Additional Charges to be applied to requests.
In some cases a district may not have a standard charge for custodial fees and it also may not be based on the exact number of hours the event is held (which is usually set up through Managing Fields). In this case the District may want the option to apply customized charges to the request or invoice, with flexibility of the number, hours and rate of the charge.
Additional Charges can be applied to:
- A Request BEFORE an invoice has been created.
- An Invoice AFTER the request has already been invoiced.
Setting up this feature:
1. Select Admin > Manage Additional Charges
2. Select the () icon to add a new charge.
3. Enter the name of the charge.
4. Enter a Budget Code if applicable. (This will appear on all invoices when this additional charge is used).
5. Click Save.
Note: Additional Charges would be anything that you want to have the flexibility to charge for. For example: Administration Fee, Custodial Fee, Security Fee, Microphone Fee, etc.
Add an Additional Charge BEFORE an Invoice has been created
Adding a charge for a single event
1. Click on an existing event from the calendar. Or click the magnifying glass icon on one of the request pages ()
2. Click on the Costs Tab.
3. Click the () Icon to add Additional Charges.
4. Fill out the information in the Modal.
5. Click Save.
The request will now have the cost you added listed under the costs tab for the request.
Adding a charge for a Recurring Event
1. Click on an existing event from the calendar. Or click the magnifying glass icon on one of the request pages ()
2. Select the View All Occurrences option.
3. Check off one or more events using the checkboxes.
4. Click the Edit Button at the top right.
5. Scroll down to the Cost Breakdown Section.
6. Click the Plus icon to add additional charges.
7. Fill out the information in the Modal.
8. Click Save.
Note: Do not adjust the rate to accommodate multiple events. The system will do this for you. Enter the rate for each event, and it will automatically update based on your selected requests.
The information will now be displayed on the cost breakdown.
Note: To edit an existing Additional Charge, select the Edit Icon ().
Add an Additional Charge After an Invoice has been created
1. Select Invoices > Open Invoices
2. Search on the Invoice ID number at the top of the page.
3. Select the Magnifying Glass () to view the Invoice details page.
4. Select Actions > Add Additional Charges button.
5. Enter the Charge Type, Description, Quantity, Hours, and Rate. Select the Add Charge button to add the additional charge to the invoice.
6. Click Add Charge,
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