Billing

Billing (invoicing) makes it possible to freeze the costs allocated at a given time. This is done on a page in the menu Administration > Billing.

App billing page

The items to be billed are the allocated costs with a start date less than or equal to the invoice date entered. The start date of a cost:

• Start date of the session in the case of a breakdown per session,

• Start date of the training session in the case of a breakdown by training session,

When billing, the platform provides the relevant fields with a broken down cost:

• Charged or not charged,

• Invoice date,

• The main rules on invoicing:

  • The invoiced allocated costs are frozen on the date entered – no changes/deletions possible.

  • In the case of a change in the costs of a session, new allocated costs appear to compensate for the fixed costs.

  • The costs of trainer salaries are not taken into account.

  • Learner salary costs not taken into account.

  • Cancelling/deleting a billed session is not possible.

• Unregistering of a learner with a broken cost charged is impossible, however, cancellation is possible.

• Cancel a registration, 2 cases :

  • Cancellation to be charged : no change in costs because the registration is to be invoiced.

  • Cancellation not to be charged : the invoiced allocated costs related to this registration remain, however, new allocated costs are consolidated in order to reset the billing – compensation to 0. AND this unbilled cost is redistributed to other registrations in the case of a collective cost.

Example with a simple case: 

At the club, a customer comes from outside – as a cost, they have :

• Room cost :£200

• Meal cost: £100

• Room rental cost: £100

The company organising the club will have an invoice of £500 to give it – these costs will be invoiced to it.

Example with different costs:

In this example, it's a breakdown by session.

• We have 2 sessions : session n°1 with the 2 people, session n°2 with person A.

• A manager initiated 3 billings on distant dates.

• At the level of people, we have 2 people for each session. In terms of costs on 15/02 for session n°1, we have costs of learner and trainer salaries, collective cost of accommodation (4000 £ at the start).

And on 22/02, new costs were created for session n°1 and n°2 : individual logistical cost (£500 for person A).

• At the 1st billing on 15/02, the existing costs are:

  • Accommodation : £2000 per person

  • Charged : Yes

  • Billing date: 15/02

  • Modification of the cost of accommodation on 16/02 in the morning : £3000

• At the 2nd billing on the evening of 16/02, the existing costs are :

  • Accommodation : -£500 per person – compensation for existing breakdown costs

  • Charged : Yes

  • Billing date: 15/02

  • The other 2 previous costs remain in the table

  • Modification of the cost of accommodation on 22/02 in the morning: 0 £

  • Addition of a session n°2 on 22/02 with a logistical cost of £500

• At the 3rd billing on 25/02, the existing costs are:

  • Accommodation : -£1500 per person – compensation for existing broken down costs

  • Charged : Yes

  • Billing date: 25/02

  • Logistics : £500 for person A on session n°2 – the cost on session n°1 is not charged at the moment because the start is/date of invoicing.

The other previous costs remain in the table.