When setting up a Registration Fee within the Registration Options for a Child Care Program, the option to defer or not defer that fee is available. With any of these methods, the payment will be charged as soon as the contract is accepted by an Administrative user.
Deferring a Registration Fee payment (or adding a deferred date to any payment) does not mean the credit card will not be charged. It only reflects how the transaction will be reported upon within the financial reports. Deferring a registration fee or prepayment also indicates which Season's invoicing that line item and payment will show on an invoice (next invoice, current season OR first invoice of new Season). Below is a description of results for each defer option.
None (posts on next invoice)
When you choose to not defer the Registration Fee, it is added to the next invoice that is generated for the account. Along with the fee, the payment is also displayed on and applied to the next invoice. If the family attends the Program in a current Season, the next invoice for the current Season would show the Registration Fee for the upcoming season. For example, if it is Summer when a contract is requested for Fall, the Registration Fee and payment will appear on the next Summer invoice.
Beginning of Contract (most common)
When you do defer the registration fee to the beginning of the contract by default, the fee is still charged at the time an Administrative user accepts the contract. The registration fee is added to the first invoice for the new contract's Season. The payment is also applied to the new contract Season's first invoice.
End of Contract
When you defer the registration fee or prepayment to the end of the contract, it is similar to deferring to the beginning of the contract but the payment would apply to the last invoice of the new contract's Season. Note: Deferring a deposit to the end of the contract would allow a Program, such as a tuition-based Pre-K Program, to collect the last month's tuition at the time the child is accepted into the Pre-K class. Until the first day of the new fiscal year, financial reports will use the deferred budget code linked to the regular code.
- With any of these methods, the payment will be charged as soon as the contract is accepted by an Administrative user.
- The Budget Code will reflect the payment as soon as it is entered into the system