The Late Fee Processing program allows you to apply late payment penalty fees to a household with a balance due in the Activity Module on or after a date specified by you. You may opt to run this program one time only for a range of Activities, OR you may run it multiple times for the same range of Activities if desired. See below for further details.
Note: Current functionality is limited to Activities only. Functionality for additional modules may be added at a later date.
When the Late Fee Processing program is run, the system searches the Activity Section range entered and applies the Late Payment Fee to any enrollee's balance for which an amount is still due. Additionally, an entry is made in the household's Transaction History listing.
- The Full Payment Due Date is determined by your local policy.
- This program can be run manually on/after the Full Payment Due Date, OR it can be scheduled to run at regular periodic intervals.
- This program can be run multiple times for the same Activity Section Range.
- If the Charge Late Fee Multiple Times option is enabled on the Activity Section Update, then Late Payment Fees will be assessed to each enrollee with a balance due each time this program is run.
- If the Charge Late Fee Multiple Times option is NOT enabled on the Activity Section Update, then Late Payment Fees will be assessed one time only per enrollee regardless of how many times this program is run.
- The program provides the option to print a journal that lists the patron's Name, Household Number, Activity and Section, and the Late Payment Fee that will be charged. Click Here to See a Sample Posting Journal
To Run the Late Payment Processing Program Manually:
Note: This program can be scheduled to run at regular periodic intervals if desired.
- Review your Charge Late Fee Multiple Times selection on your Activity Sections, as discussed above.
- Create Late Payment Fees (Fee Type = Standard Fee, Transaction Type = Late Payment) and link them as desired in the Activity Fee hierarchy.
- Run this program as needed on or after your due date for full payment.
- Select a range of Activities.
- Enter a Season and Year. These are mandatory fields in the Standard VSI Design.
- Determine whether you wish to use Unique Family Member Only.
- Click Display Rosters. The Late Fee Roster Records DataGrid will populate.
Note: IF you are set up to Charge Late Fees one (1) time only, and IF you have already run Late Fee Processing for Rosters in your range, then any rosters for whom Late Fees have already been charged will not be displayed.
- Review the DataGrid. In the event you do not want to charge someone a Late Fee, highlight/select those rosters in the DataGrid and click Remove Selected Rosters..
- When ready, click Post Late Fee
THEN
Select whether you wish to Print/Preview/Email the resulting report.
See Also: Topic Doc - Late Fee Processing
From the bottom of the screen…
Click Remove Selected Rosters to remove any names from the DataGrid that will not be charged Late Fees.
Click Post Late Fee to run the Late Fee Processing program
Click Schedule to have this process run at regular intervals. You will continue to the Schedule Generator screen.
LateFee_Tab1
Begin Section (LateFee_BeginSection)
Expand the Picklist icon and select the Beginning Section for this Late Fee Processing run.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
End Section (LateFee_EndSection)
Expand the Picklist icon and select the Ending Section for this Late Fee Processing run.
DeleteSeason (LateFee_Season)
Expand the Picklist icon and select a Season Code. Late Fee Processing will apply only to those Sections in your Begin/End Range that have a matching Season and Year. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
Season Codes are maintained in System Code Management. Code Type = Season.
DeleteYear (LateFee_Year)
Enter a Year in this field. Late Fee Processing will apply only to those Sections in your Begin/End Range that have a matching Season and Year. This is a Mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
DeleteUnique Family Member Only (LateFee_UniqueFamilyMember)
Select how you want family members to appear when running this program:
- Enabled - Any enrollee who owes late fees for more than one activity will be listed once only with a single sum total for all late payment fees being charged, so a patron who owes lates fees on three (3) activities will be listed once with a single sum total due.
- Disabled - Any enrollee who owes late fees for more than one activity will be listed separately for each applicable activity with the single amount due for that activity, so a patron who owes late fees on three (3) activities will be listed three (3) times.
Late Fee Roster Records (LateFee_DataGrid)
The Late Fee Roster Records DataGrid contains all rosters that meet your search requirements. Review the DataGrid. In the event you do not want to charge someone a Late Fee highlight/select those rosters in the DataGrid and click Remove Selected Rosters.
Delete