First, you set up the Master Price list.

Additional Master Price Lists can be added later, if required but users are advised to only add where really necessary.
Additional Master Price lists are required to reflect different Gross prices (for the same products) typically in special, in market terms, regions of the world. Examples: East European countries, South American countries. In both these examples the Agent would earn commission based on the reduced Gross Price (If unique Net prices apply - See Sub Price List)

Example - General English 20 lessons

MASTER PRICE = £250 per week.
Eastern Block Europe = £200 per week

Each Agent is attached to a Price list, normally the "MASTER" Price List, whilst Eastern Block Agents would have the "Eastern Block Europe" price list applied.
The discount or commission an Agent receives is obtained from the Agent record, and is based on the attached Price List, (e.g. MASTER or Eastern European/Russian).

Normal rule: Single Master Price List

Adding new Price Lists

The new Master Price list can now be used to attach all the relevant price items to it, and assign new prices.
Be aware that the Price Item description is always taken from the Master Price List.

Master (Host Payment Price Lists)
Other than the examples above, other options below are rarely used.

Sub Price List (Special "Net" Price List)

Sub Price Lists may be created for Agent's requiring unique "Net" prices, rather than x% discount or commission from the Master Price List.
If number of special prices for an Agent is small, then the Agent can continue to use the Master Price List, but have the unique prices added to his "Price" record (See Agents). A Sub Price List is added as shown below:

Adding new Sub Price Lists

The Sub Price List is built up by selecting items from the Master Price list (as indicated above), and copying the price, either unchanged or with a percentage adjustment, eg. less 10%. The new price can be edited as required.
Add the price list to the agent's record as shown for the Master Price List above.

Sub Price List items:

If an agent is assigned a sub price list but buys an item not contained in the sub price list, then the system will default to use the Master Price List, and then apply any relevant discounts or commissions.

Price Items - TUITION

A Master Price List item is required for every item sold in Class.
If it's a new product, a "New Course" will also normally be required.
Add the new Price Item first.

School
Selected on entry

Code
Mandatory - can be used as a short-cut entry and as a short internal description

Active
Deselect if Price Item is no longer to be used

Name
50 characters (prints on invoice)

# lessons (per week)
If applicable, enter # of lessons. This can be printed on the invoice, if required, or used in the booking process to validate that the course lessons (attached to the price item) do not exceed this total.

Time period description
An optional description that can be printed on the invoice.

Weeks only/Weeks/Days/Units
Select as appropriate. Most tuition items are normally "weeks only", meaning any booking containing odd dates would be charged at the full week rate.
One to one lessons are normally "unit" priced, ie. sold in numbers rather than by reference to dates.

A "unit" (lesson) has a student week value calculated, based on the rule in the settings (Settings > General Settings > Company > Company > Finance):

Chargeable Days
Tuition items are normally "5" (Mon-Fri). If the course only runs on certain days, eg. Tuesday and Thursday it is still best to leave the days and value set to "5". A course which runs 7 days a week is best set to 7

Enter Cost Centre/Department/Nominal Codes.
If the ledger system is in use the codes come from Settings/Invoicing/CC, Dept, or Nominal.

Accounting Codes (CC/Dept/Nominal)
If Ledger is in use:
Accounting codes are dynamically established when reports are produced, ie. are looked up and not stored. Changes to codes are therefore retrospective to the start of the system.

Age Range
The student's age is checked when the item is booked and a warning is displayed if the age criteria are not met when checked against the start date for this item. An age range of 0-99 means no check.

Statistical Factor
Student weeks (course duration) are calculated during the booking process. The result is multiplied by this factor, allowing part time courses to be given a lower value, eg. 0.50 if required. The factor is normally changed to zero for non-academic items, eg. Holidays, Sport, Course discounts etc.

Discontinue From
Only enter if item is to be discontinued eg. from 31 December 2012. The date is compared against the date range of the item booking (From and To dates) and a warning displayed when appropriate.

Enforce Lesson Limit of 'n'
This is a method for controlling course entries in a tuition booking by reference to the number of course lessons.
If set to 'yes', the following is checked by the system when creating or amending a tuition booking:

Example: Price Item lesson limitation
Price Item weeks x Price Item lessons
10 weeks x 30 lessons = 300

Course Limitation (Weeks x Lessons = max 300)
Course 1 = 10 weeks x 20 lessons = 200
Course 2 = 5 weeks x 10 lessons = 50
Course 3 = 5 weeks x 10 lessons = 50
Total = 300, and is therefore valid.
If the lessons limit is exceeded, the user will need to adjust the course booking.

The # of course lessons is taken from the course record.

Course Defaults/Selections

Add Default Courses

Select the course from the list. If dates have been preset in the course record, they will be displayed (From and To Date). If the course is not available, use the "Create New Course" button to add.

If courses are already listed, the "Create" option will not be allowed and the user will need to add more courses from the "Course" screen.

Flexible/Entire Duration (Web Bookings module only)
Web Bookings: Flexible - if this is selected, the course dates are amendable on the web.
Entire Duration means the course dates will be fixed in line with the Price Item dates.
The booking process will use Course default (from and to) dates when available.

Mandatory Course
If selected, the course will automatically be booked.

Examples:
The flexibility of multiple courses allows a wide variety of possibilities; so, for example, it is possible to create a Price Item for an Academic Year course to which a number of courses are attached and automatically booked.
If preset course dates are used, holiday breaks may also be preset. See example below:

Above, courses appear in Mandatory/Alphabetical order.
In the Booking, courses appear in From/To Date order.

Equivalent Price Item Names
Enter the Price Item Name in the appropriate language (if required).
And Agent with a default language of German will have the German name shown on all documents and invoices.
If the German value is not entered, the system will use the name on the front screen (the default value, in this case English).
Users not requiring this function do not need to enter any information.

Prices

From Date
Start date for the price. To avoid seasonal mid-week pricing changes, it is best if the date is a normal starting day for the item eg. Course - Monday; Accommodation - Saturday or Sunday. Having prices starting mid-week may create confusing price breaks.

Seasonal Pricing - Example calculation:
8 weeks booking: 3 weeks at the winter rate, & 5 weeks at the summer rate.
3 weeks of the winter rate (week 3 of the price table)
5 weeks of the summer rate (week 5 of the summer table)
If variable pricing is employed, eg. the longer you book, the lower the price. The above method is likely to overcharge the student.

Currency
A price entry is required for each currency required for invoicing.

"The longer you stay, the cheaper it is"
Example:
1-8 weeks = £100 per week
9-12 weeks = £90 per week
13-26 weeks = £80 per week
Over 26 weeks = £70 per week

Enter details into the calculator as below. Note the red figures which show the formula produces higher prices for less weeks!
Adjust by direct entry to the price field.

 

Allow Discount
Select if discount is allowed (automatically selected for Tuition items)

Allow Commission
Select if commission is allowed (automatically selected for Tuition items)

A value entered in week 1 only (then tab) will have the value repeated for all weeks, 2-53.

Part Units
Used for invoicing, or paying days for accommodation.
The system will create a pro-rata of the weekly price but can be manually changed. The below example shows setting day 6 = the weekly rate.
This means for example Sunday-Saturday (6 nights) will be charged or paid the same as 1 week (7 nights).

 

Linked Price Items
These can be used for:
Linking an accommodation booking fee to each accommodation price item;
Linking a discount to a course;
Linking an exam fee to a course:
(Extended Descriptions: Add further Price Items (zero value) for the same category. To ensure the items appear in the correct sequence, use the same code plus a suffix to the code, GE15a (line 1 extended description), GE15b (line 2 extended description)).

Price Item Notes
If "Show Published Notes" is ticked, the note will pop up when the price item is selected during the enrolment entry.

Price Items - ACCOMMODATION

Input is similar to Tuition, except Accommodation requires the creation of 2 Price Items (Invoice Charge & Home Stay Payment rate).
The 2 Price Items then need to be linked together.

Creating Accommodation Price Items:

Count Days/Nights
For most accommodation prices, "nights" are counted, not days!
If accommodation is invoiced as a "week" for 6 or 7 nights (eg. Sunday-Saturday or Saturday-Saturday), the rate for day 6 should be the same as the weekly rate. In the example below, the rate for 5 or 6 days is shown as the same as the weekly rate.

Use For

Invoice Only - is used for Accommodation Sale Prices
Payment Only - is used for Accommodation Payment Items
Invoice & Payment - are for backwards compatibility and users are advised to select one of the 2 options only.

Accommodation Payment Item
Price Items are required for "accommodation payment" rates and a separate price record should be created for these.
Copy the "invoice" item and prefix the Code/Name with a "Z". This "Z" will make it easy to identify and ensure it is listed at the end of any alpha list. 

Example:
Code: ZHSSBB
Description: ZPAY - Home Stay Single - B&B

Having created 2 price items (Invoice & Payment), the items need to be linked together.
Edit the "Invoice" item (General screen) and then add the "Payment" item at the bottom of the screen. See below:

Other Accommodation Price Items Issues:

No Payment Required
Eg. hotels, B&B's, residence etc.
Normally paid by invoice, not by the Host Payment run.

To ensure no payment is made via the Host Payment run for these, the accommodation record is set not to "Pay Accommodation".
A "payment" item is still required, so create a Payment price item by copying the "Invoice" record as described above.

Student - Private (Own) Accommodation
Students making use of own accommodation.
It may be useful to set up 2 price items (sales and payment) with zero value, eg. "Accommodation Not Required" and "Z-Accommodation Not Required" linked together. It is also avoidable to create a "Host" called "Not Required" (1 x room with 100 beds). All the students not requiring accommodation can then be booked into this family!

Create Host - "Not Required" and unset "Pay" flag.

Host Accommodation but Student pays host directly
Create a zero value price item for each accommodation type, eg. "Host Family full board - student pays", "Host Family half board - student pays" etc.
The payment item "Student Pays Accommodation" should be set at zero.
Accommodation is allocated to the student in the normal way.

Compensation/Retainer
If compensation or a retainer is paid when a student goes "back home", then 2 price items with the appropriate rates is required.
The price item is then "booked", during the student's absence.

Accommodation Room Type
Generally, entry is not required. Entry of a room type restricts the accommodation searches to a room of that type.
For example, if set to "Single", then double or twin rooms would not be included in the search!
Use for special rooms eg. "residence room".

Price Items - TRANSFER

Entry is the same as for Tuition items except for the fields at the bottom of the screen.
You are advised to set up a "No Transfer Required" item (zero value), to be used for students not requesting a transfer. This will show on the invoice to confirm that a transfer has not been requested.
Pick Up and Drop Off locations should be set as appropriate.

Price Items - SUNDRY

Entry is broadly the same as Tuition items.
Tick the "Enrolment Fee" box if applies (only used by the Trust Accounting Report - Australia/NZ)

Additional Options (in Company Settings)

Discounts/Commissions - Additional Method

Settings - Use Lowest Discount Available Method - this overrides sub price lists. In this scenario, the sub price list system is used to indicate the minimum price an item may be sold for)

In determining the Agent Discount/Commission on a finance line, the system will use the sub price list if this represents a smaller discount than the rate set in the Agent's record.
Example:
Course A = £100 per week
Sub Price list = £85
Agent Discount = 20% (£80 per week)
The system will only allow 15% discount/commission

Conversely:
Course A = £100 per week
Sub Price list = £75
Agent Discount = 20% (£80 per week)
The system will only allow 20% discount/commission

The Price Item has an override flag so that the full sub price list can be used.