Category Archives: ClassJuggler K-12

Ready For Taxes? How ClassJuggler Can Help!

Use our financial reports to get the information you need

Image by DreamstimeWhen you run a business, time is money, and the time you spend preparing to file your annual taxes can be frustrating, even if necessary.

Fortunately, ClassJuggler software for class-based businesses is loaded with reports for just about every aspect of your school or other class-based business. 

With U.S. tax day fast approaching, here are…

The 4 most important reports for tax preparation

Whether for tax preparation or for monthly bookkeeping, you definitely want to check out ClassJuggler’s…

  • Customer Payments report
  • Customer Applied Payments report
  • Deposit Summary report
  • Company Billing report

  • Here’s where you can find these forms within ClassJuggler:

tax-reports-in-ClassJuggler

How you do your accounting (cash-based vs. accrual-based) factors in to which of these ClassJuggler financial reports will benefit you most in your bookkeeping and especially at tax time.

Here are some tips and details on these reports.

Deposit Summary report – [for CASH accounting]

This report can show you summarized information about payments received, organized by type, for any period of time. This is ideal for reconciling your checkbook and your merchant account activity and deposits.

Customer Payments – [for CASH accounting]

This report can show you all of the income you are receiving daily, weekly, monthly, or for any period of time you choose. The report will total payments in a variety of ways you choose to make reconciliation and deposit reporting simple.

Customer Applied Payments – [for CASH accounting]

This special report links payments received to the charges they were applied to, and can tell you exactly how much was earned by a particular charge account or by account category. It will only show applied amounts, so if a customer has a credit balance remaining, those amounts will not yet be factored in.

=EXAMPLE=

Let’s say you posted $1,000.00 in tuition and $200.00 in merchandise in the month you are running the report on, and you received $1,300.00 in payments for the same period; only the $1,200.00 applied to charges will be considered “earned,” leaving $100 unapplied.

Company Billing – [for ACCRUAL accounting]

the Company Billing report provides you with a list of charges your company has posted in a particular period of time. Since this is only showing what you have posted in charges, and not what has been paid or not paid by your customers, this is the go-to report for businesses that use accrual-based accounting for their bookkeeping.

=EXAMPLE=
Let’s say you posted $1,000.00 in tuition and $200.00 in merchandise during the month in which you are now running the Company Billing report; this report would return $1,200.00 total in products and services billed out to your customers.

For more information on these reports and examples and instructions for running them, please refer to “Online Help Manual” found in the green Help & Links Menu found at the bottom left of every screen in ClassJuggler.  Or, as you already know if you are an existing customer, give ClassJuggler support a call if what you find in the online help leaves you with any questions about running these reports, and we can walk you through it step-by-step.

Get Started Risk-Free

ClassJuggler is an all-in-one business management solution: secure, powerful, and simple to operate. Though incredibly easy to set up, ClassJuggler’s powerful features will meet your needs today and for years to come.

No risk! Not sure you’re ready to use ClassJuggler?

2015 ClassJuggler banner for dance informaNo problem – we take the pressure off of getting started three ways:

  1. Kick the tires first! Try ClassJuggler in our no-commitment test drive demonstration mode—no personal or company data required. Try the Demo
  2. The tab’s on us! Don’t risk a dime of your money to get started—your first month is totally free. Get Started Now
  3. 100% satisfaction promise! We guarantee that ClassJuggler will be the easiest and best way to manage your classes and offer online registration. If for any reason you find ClassJuggler does not work for your business, you can cancel at any time. No contracts. No penalties. No hassles.

To find out how ClassJuggler can help you with your kind of class-based business software needs, check out the links below. shutterstock_105032906

multi-sports-kids

Questions? Contact us today!

All About Love

From the entire ClassJuggler staff, to our customers: Happy Valentines Day! May you have a day full of love, both giving and receiving.

valentines day - we love our customers

If you are not a ClassJuggler customer, and you love your students very much, let us show you how get the business of running your class-based business running efficiently, so you can spend more time where your heart is – on your students! Details:

Another ClassJuggler Upgrade – Always Improving!

With the release today of ClassJuggler v7.0.2 – which, as always, happens automatically for you (one of the big advantages of using an online service for your class-based business management software) — you, our customers, can expect to see many subtle but helpful changes.

Brand-new features in ClassJuggler

Bounce Back

Bounce Back is a new feature that allows you to navigate away from certain screens in ClassJuggler to do actions related to a given workflow or set of steps and then easily “bounce back” to where you were prior to taking that action.

What it will look like: A new Bounce Back button will appear on those related screens. Clicking the Bounce Back button teleports you all the way back to what you were doing before you started this offshoot action, automatically saving any changes or options/selections you made.

Over time, we will likely add the Bounce Back buttons in many places. Initially, you will see the feature from a Customer Portal order to a customer’s account, or to sending a confirmation statement to the customer, and then return back to the original order.

Batch Payment Processing

Where: Billing > Customer Payments: Batch Payment Processing

We mentioned this in our last release. Now, it will be available to all clients.

What you will see: You’ll see a new batch payment option on the Batch Payment Processing screen, which will give you much greater control over what types of transactions you will collect payments for when processing batch payments.

There are now two batch action buttons, instead of one:

  • Process Customers – FULL BALANCES (the original way)
  • Process Customers – SELECTED CHARGE ACCOUNTS (the new option)

Clicking the new SELECTED CHARGE ACCOUNTS button takes you to an intermediary screen where you select one or more accounts to include in the batch payment run.

if on this intermediary screen you select to, say, only collect on the charge accounts for “Tuition” and “Competition Fee,” only those types of charges would be paid.

Example: Let’s say, in this scenario, that a customer has a balance due of $400.00. This includes $100 in tuition, $40 for registration fees, $60 for merchandise, and $200 for competition fees. After running the batch payment collection, this customer’s credit card would only be billed for $300 –- the $100 in tuition and $200 in competitions fees on their account. The remaining charges on their account would stay unpaid.

Changes and Enhancements

Many existing features in ClassJuggler have been modified or improved. These include:

    • Customer Portal: Customer Policies – Added a second tab to the Customer Policies screen for viewing archived policies.
    • Customer > Maintenance Page 1 – The “auto-balance” feature has been removed.
      Customer > Maintenance Page 2 – The section displaying Policies & Agreements has been modified with tabs to allow viewing of only current or archived policies.
    • Customer > Transactions – Created a quick link to the Pre-Pay Billing screen from the Help and Tips Menu. The current customer will be selected when arriving at the pre-pay billing screen.
    • Student > Maintenance Page 2 – The section displaying Policies & Agreements has been modified with tabs to allow viewing of current or archived policies.
    • Events > Event Template Maintenance – Added more information to the description of policies when they are added to an event.
    • Billing > Auto-Balance Manager – This no-longer-needed feature has been removed.
    • Reports > Customer > Policies and Agreements – Report updated to allow for reporting on both current and archived policies. The policy selector now contains two sections for selecting current or archived policies. The selector also now notes the policy title, who it applies to, if mandatory or optional, and the ID# of the policy.
    • Tools > Customer Portal Orders: Pending Orders – The way orders are processed and reviewed now is much easier to see incoming pending orders by the customer (family) placing the order. This allows you to process an entire order as a unit rather than in bits and pieces as it was done in the past. Other new features on the pending orders includes special customer actions with the new “Bounce Back” feature.
    • Tools > Customer Portal Orders: Historical Orders –  The new Historical Orders screen make it much easier to review historical orders by the customer (family) who placed the order, now showing color-coded statistics about the order and which class requests were approved, wait listed, or canceled. Other new features on historical orders includes special customer actions with the new “Bounce Back” feature.
    • Tools > Customer Portal Orders: Items In Shopping Carts – The presentation of items in shopping carts (not checked out) has also been updated, now linking to a customer record, and shows a selected class as the item.
    • Tools > Web Site Tools > Shopping Cart Manager > Pending Classes > Enroll in Class – We improved the way pending orders are compared for priority when processing an order.
    • Preferences > Policies – The copy of the Policies screen has been improved, and now shows how a policy is used throughout ClassJuggler. The ID of the policy is also displayed for easier identification of a policy.
    • Preferences > Advanced Settings – Removed the option for customer defaults to be auto-balance, as it is no longer needed in the current version.

Several other minor bugs were fixed.

This new version affects all customers using any of the following:

Any questions remaining? Simply contact us and we can answer your questions or walk you through it.

 

 

Winter Storm-Related Outage? Business Text to the Rescue!

A common scenario every winter: a sudden dump of snow makes roads impassable or dangerous. Or a sudden temperature drop during a rainstorm ices over the roads to your school or other class-based business. You need to get the word out FAST that one or several classes are canceled or delayed. But how?

There’s an easy way: ClassJuggler’s built-in texting tool! This highly customizable tool makes it easy to get timely SMS (text) messages to all or a subset of your customers. And you can filter yourclip_image001 text message recipient list by certain attributes so that it only goes to the right audience for your message.

For example, you can specify that your closure message be delivered only to:

  • Students or parents of a specific class – like, say, the one class that will be affected
  • Classes the meet on a certain day or date, particularly helpful when you know that all classes will be canceled because of the weather event
  • It’s important to pinpoint your audience not only because it makes your messages more likely to be appreciated but because the mobile device owners for whom that message is not important (such as those who don’t have classes the week of your cancellation) may get frustrated enough to block their phone from receiving messages from you.

How to filter your text message to a specific audience within ClassJuggler

For example, let’s say you want to target your text message to only parents whose children attend a certain class. Simply select the class you want to work with, then choose Send Class SMS Text from the Class menu, as shown below:

clip_image002

Learn more about the ClassJuggler SMS Messaging tool:

If you’re a customer, take our next SMS Messaging webinar when one is scheduled. Or you can simply find it within ClassJuggler after you log in right here:
clip_image003

You can also use our robust ClassJuggler Help to learn all about SMS Messaging.

And here’s some extra good news; while some of our competitors charge per message for their clients to use their messaging tool, the SMS messaging tool is totally free to ClassJuggler customers, no matter how many students you have.

But wait – I’m not a ClassJuggler client yet!

Learn about how our ClassJuggler products can help your school to run efficiently:

Or simply contact us directly and we can answer your questions.

Save tons of personnel hours at your class-based school

The stats are in; class-based businesses spend on average more than 35 hours a month on administrative tasks related to registering customers, creating student files, signing students up for class, and handling customer payments for fees. This video shows you how to cut those admin costs in half by letting customers do these things all by themselves:

image

The new Customer Portal from ClassJuggler can change the way you do business, and change the way your customers view you!  Learn more.

What to expect from our November upgrade

One of the nice things about using ClassJuggler software to simplify the business of running your business is that you never need to download software updates – it’s all online, and all upgrades happen automatically. We periodically upgrade the product to add new features or enhance old ones. Here’s a quick summary of…

Key product improvements from our November 9 update

First, you’ll see a new privilege has been set up for the new Database Maintenance tool.

Second, in the menu path Billing > Customer Payments, you’ll now see a new item: Batch Payment Processing.  We’ve added a new batch payment option that gives you much greater control over what types of transactions you will collect payments for when processing batch payments. There are now two batch action buttons:

  • Process Customers – FULL BALANCES (the original way)
  • Process Customers – SELECTED CHARGE ACCOUNTS (the new option)

Clicking the new button takes you to a secondary screen where you will select one or more accounts that will be included in the batch payment run.

For example, if you select to only collect on the charge accounts for “Tuition” and “Competition Fee,” only those types of charges get paid.

Let’s say a customer has a balance due of $400.00. This includes $100 in tuition, $40 for registration fees, $60 for merchandise, and $200 for competition fees. After running the batch payment collection, this customer’s credit card would only be billed for $300: the $100 in tuition and $200 in competitions fees on their account. The remaining charges on their account would stay unpaid.

Another new item: Tools > Database Maintenance. This new tool allows an administrator at your school to perform a variety of database maintenance tasks. This tool will develop over time to offer additional maintenance features as those capabilities are identified. The first two features are:

  • Student Measurements Reset
  • Customer Balance Re-Calculator

The measurements tool allows an administrator to reset all student measurements so that they can be entered fresh.

The Customer Balance Re-Calculator tool allows an administrator to verify and re-calculate all customer balances in order to fix any balances in error (rare, but it can happen).

More Changes and Enhancements

Home Base – We’ve added two new alerts to the Action Center: Customer Portal migration alert (temporary alert to assist with migration notifications), and Customer Portal Fixed Registration End Date alert (which will tell you if your fixed end date is in error or expired).

Customer Portal – We made minor improvements to wording in field labels and help screens to clarify information.

Customer Portal > Billing > Make a Payment – Customers can now provide their own payment descriptions. A default description will appear but can be edited by the customer.

Customer > Customer Transactions – Credit and debit payments now have more simplified details, showing:

        • What credit or debit card, how the card info was captured (on-file, manual entry, or swiped)
        • If the payment came from the Customer Portal
        • Transaction ID from the gateway.

Customer Portal payments now also have a second description always coded “Customer online card payment” for ease of identification.

Class > Attendance > Manage Regular Attendance – The attendance system is smarter now. For example:

  • If a class has not yet started, it will select the first class date as the attendance date instead of selecting the current day and time.
  • Manage attendance now checks to make sure you do not attempt to add attendance entries before the class begin date and time or after the class end date and time. This also works when adding special attendance entries like Try-Outs (Drop-In) and Make-Ups.
  • We’ve expanded the class date selector to show up to 24 weeks of classes surrounding the current date (up from 12).

Student > View Attendance – Expanded the initial period viewed from 1 month to 12 months. You can also now view up to three years at a time of special attendance entries.

Billing > Customer Payments: Manual – Clicking on a customer row with a future balance now only populates the current balance due in the amount field instead of the current + future balance amounts. This is to help prevent payments being made against future transactions which causes the display and calculations for a customer account to display incorrect information.

Billing > Customer Payments: Batch – We removed the option to collect balances based on future balances. This was causing balances to be displayed incorrectly, based on how the payments were applied. A change to how payments are made against future transactions will be made in a later upcoming release.

Tools > Customer Portal Manager – We added edits for the Sign In Page address and social media links to ensure the URL is a valid web address.

Help and Links Menu – This is an ongoing project, with this current release having the following edits:

  • Updated the online help menu to display all text in green to follow the interface coloring standards for help.
  • Restyled the help menu to be smoother for high resolution retina displays.
  • Began process of replacing help menus on all screens with new version.
  • We hope you enjoy the new enhancements! If you have questions about any of these, please feel free to contact us, and we can walk you through the relevant new processes.