Take the payment following the procedures in Chapter 2: Finance. Grab the payment sheet that was copied during that process from the “To Be Entered” tab.
Open Ideal-Logic and go to the child’s account.
On the right sidebar, click “Record a Payment.”
A box will appear with the child’s name and photo and a list of selected registration(s). Select whichever registrations are relevant to the payment. A sidebar should appear on the right.
Fill in the payment amount and payment method. In the comments box, write “taken by _ and recorded by __ [date].”
For credit card payments: Always click swiped credit card even if it was over the phone so that there is a place to enter the register number. Select the card type and enter the register number (not to be confused with transaction number, this is the 4 digit number from the bottom of the cash register receipt).
Click “Mark Paid” and then sign your initials on the payment sticker next to “Entered Payment into IL.” Return the payment sheet to the back counter and place it behind the “Double Check” tab.
To double check a payment that was entered in Ideal-Logic, all information that was entered using the process outlined above must be checked for accuracy. A payment cannot be double checked by the person who entered it. In order to double check, go to the child’s account in Ideal-Logic and on the left sidebar, click the “Payments” tab. Find the payment that corresponds to the payment sheet in front of you and click “Payment Details.” This will open a box with all payment information. Be thorough and make sure to double check ALL information, including the credit card type, register number, comment, and that the payment is actually going toward the correct fees. Fix any mistakes, and when everything is confirmed to be accurate, sign your initials next to “Double check” on the payment sticker. If the payment has been uploaded, place it in the “Payment” tab of the back counter, otherwise put it back in “Double Check.”
Scan the payment sheet to the copier email inbox in Ideal-Logic.
Save the file on the desktop with the name “[Child’s Name] Proof of Payment”.
Go to the child’s account on Ideal-Logic and find the registration related to the payment. Click “View Details” at the bottom of the registration and then click the “Documents” tab.
Press “Select Files to Upload” and then find the saved document.
Once it has uploaded, delete the file out of the copier inbox and off of the desktop.
Prorating a class price means adjusting the price of the class so that the amount of money owed is a different amount than the price of the class on Ideal-Logic. Prices are prorated due to unusual circumstances, such as a late registrations, injuries or family emergencies, and other approved reasons. All price adjustments must be approved by an Office Supervisor, Leadership, or Karen before being processed.
Open the child’s account on Ideal-Logic.
Click “Record a Payment” and select the registration items that are being prorated.
On the right sidebar, click “Administrative Adjustment” and then enter the amount that is being removed from the price in the “Amount Paid” box. Talk to supervisors to calculate the size of the price adjustment.
In the comments section, enter the following information
The reason for the price adjustment
The leadership staff member who approved the adjustment
How the price was calculated
Your name for entering the payment
example: $10 adjustment due to late registration and one missed class. Approved Karen Swanger. Entered Mary Marshall