Invoice for a Flat Fee Contract

The article, "Invoice for a Flat Fee Contract" is available for download below.

For assistance, contact RegWerks Support at 888-847-9470 or [e-mail].

If this is your first time invoicing, feel free to contact RegWerks for assistance with the invoicing process. 

1. Before beginning the invoicing process, ensure that Pre-Pay is turned on within the class’ Contract; doing so will allow you to set Due Dates when billing. 

2. Select Class under the Main menu, and then double-click into the class for which invoices need to be generated.  

3. Verify that all necessary adjustments have been completed and suspensions have been made prior to generating invoices. 

4. Click the Calculate Charges button () at the bottom of the window, and the Calculate Charges window will open. 

                         

5. In the Calculate Charges window, the start date will auto-populate.  
                                                                                         

• Select the end date for the billing period in the Charge To Date field.  

• • When billing the class for the first time prior to the first day of class, set the Charge To Date to the first day of class. 
  • NOTE: For weekly billing cycles, it is recommended that the invoicing time frame ends on the Sunday of the week in which fees are being billed. 

• Select the day on which payments will be due in the Due Date field. 
• The system automatically chooses Full Billing. Complete Pro-Rated information if necessary. 
• If there is a late fee attached to this contract, late fees will automatically be assessed and applied to accounts once the due date has passed. 
• Suspended Registrations:
  • If there are suspensions with partial amounts due for the invoice period, the system will not automatically calculate these partial charges. Partial amounts due must be manually entered in the Amount column. 
  • For classes in which there are Suspended Registrations, review the Suspended Registrations field to confirm that all such registrations are listed during invoicing. 
  • If there are no suspended registrations listed in the Suspended Registrations section, proceed to the next step.  

• After verifying that everything is correct, Select OK. A Charges Report will open as an Excel file for final review. This report displays only calculated charges. It does not include unpaid, previous balances. Save this report for future reference, if desired; otherwise, close out of the Excel file once a final review of charges is complete. 

6. Back in the RegWerks system, the Class window will still be open. Click the Send Invoices button at the bottom of the Class window. 

                         

• Select Preview, when prompted to answer the question, “Do you want to preview the invoices or send them?” Invoices may be reviewed or printed at this point.  

• If the invoices appear to be incorrect or otherwise require changes: 

• • Close out of the browser’s Preview tab. 
  • Undo the invoices using the Undo Charges button. Select Yes when prompted, “Are you sure you want to undo the fee generation” 

• • Save out of the Class after undoing the charges, then double-click back into it. 
  • Make all necessary adjustments to correct errors on the invoices. 

• • After making all required changes, redo the steps above starting at Step 2. 

• If the invoices look correct: 

• • Close out of the browser’s Preview tab. 
  • Click the Send Invoices button, then select Send. Once Send is selected, a processing window will pop up for a moment; when it disappears, Save out of the Class.

7. Invoicing is now complete.