12.7. Add Miscellaneous Charges (e.g. Late Fee)
Every now and then the service will impose an unusual charge on an account holder. One of the most common miscellaneous charges is the Late Fee, but your service may have others such as an excursion cost, some of which will attract a G.S.T. The software must be told on whom the charge is to be imposed, what it is for, how much is to be added to their account and whether or not this charge attracts a G.S.T.. The charge must be added before you do the billing run for the week in which the charge is incurred.
Most Miscellaneous Charges will be G.S.T. FREE as long as the charge is incurred in the cost of child care. Extra charges not directly related to the cost of child care, eg. 'Photographs', may attract a G.S.T. Check with the Australian Taxation Office if you are unsure or need further information.
Your Responsibility.
To ensure that all the appropriate charges have been added to a person's account before their bill is generated.
To ensure that all applicable G.S.T. has been charged accordingly.
There are two ways of performing this task depending on the circumstances. If the charge is for an individual account, it would be entered through ACCOUNTS but if the same charge, same reason and same amount, needs to be applied to a number, or all of your accounts, it can be done in one batch. These two procedures are as follows:
Steps to: Enter an Individual Miscellaneous Charge
Select menu BOOKING+BILLING / ACCOUNT.
Select the Account from the Draw Down Selection List which has incurred the charge.
Select the MISC. CHARGE button.
Enter the date on which the charge was incurred.
Select the Category from the Draw Down Selection List.
If this Charge Category was Medicare Rebatable prior to 01/07/2000 or if it attracts a G.S.T., it needs to be edited initially to reflect these conditions, see 'Editing a Miscellaneous Charge Category'.
Enter a 'Description' of the charge or keep the existing description which defaults to the same as the Category.
Enter the amount of the charge.
If this charge attracts a G.S.T. and it has been set up accordingly, the 10% will automatically be calculated and added.
Select OK.
If you have a look in the Account's HISTORY Tab, you will see that the new charge has been added to their account.
Steps to: Enter Batch Miscellaneous Charges
Select BOOKING+BILLING / OTHER / BATCH GENERATE / MISCELLANEOUS CHARGES.
Select all of the accounts you wish to charge by selecting the corresponding Check Boxes or leave selection at 'All Accounts'.
Enter the date the charge was incurred.
Select the Category from the Draw Down Selection List.
Enter the 'Description' or keep the existing description that defaults to the same as the Category.
Enter the amount of the charge.
N.B. If this charge attracts a G.S.T. and it has been set up accordingly, the 10%will automatically be calculated and added.
Select the output to Printer or Display by selecting the corresponding Radio Button, selecting printer will print a report listing all of these accounts and their miscellaneous charges.
Select OK.
Check your Accounts and see the Miscellaneous Charge entry in their HISTORY screen.
Steps to: - Edit a Miscellaneous Charge
Select which method of applying a Miscellaneous Charge you require eg Batch Generate or Individual account.
Select the Miscellaneous Charge you wish to edit, from the Draw Down Selection List.
Double Click on the selected charge in the Category Field.
Edit the name of this charge, if applicable.
If it had previously been tagged 'Medicare Rebatable' for charges applied prior to 01/07/2000, remove the 'tick' by selecting the corresponding Check Box.
If this charge attracts a G.S.T. after 01/07/2000, select the 'Goods and Services Tax' Check Box.
Alternatively, if you wish to Delete this Charge, select the DELETE button, then confirm the Deletion.
REMEMBER, you can not delete a Miscellaneous Charge if bills have been generated using that charge.
Select OK.
Now you can continue applying the charge or simply exit from this screen.
If the appropriate Category is not listed, you will need to create a new one.
Steps to: - Create a New Miscellaneous Charge
Select which method of applying a Miscellaneous Charge you require eg Batch Generate or Individual account.
Select the NEW button at the end of the Category field.
Type in the name of the new Category.
If applicable, select the Goods and Services Tax Check Box.
Select OK.
Now you can continue applying the charge or simply exit from this screen.