Setting Up Absence Credits

Objectives

Setup and/or maintain absence credits for a community.

Prerequisites

Back Office Access as Project Manager
Computer able to connect to community network

Instructions

Absence credits in FullCount allow communities to implement their absence policies through the application. These absence policies are typically used to give a resident credit on their statement when they are not at the community, either on vacation or sick leave. When giving customers said credit, it also creates a charge to deduct their meal plan accordingly. Most communities require a minimum number of days of absence before receiving a credit on their statement. The minimum number of days required by the community may vary by the type of absence. Absence charge/credits do not handle back dating and should be entered ahead of time, if possible. If that is not possible, follow instructions on manually making up absence charge/credit transactions at the bottom of the article.

Enable Absence Credits for the Community

1. Under the “Licensing (Included)” section of the Community page, flip the “Absence Credit and Recurring Transactions Licensed” flag from “No” to “Yes”.
2. Assign “Credits – Full” (and/or Read Only) to all applicable roles.

Create Absence Charge/Credit Items

Absence Charge Item

1. Click the Admin Center Button.
2. Click the “Item Management” tab.
3. Click “New Item”.
4. In the description text field type “Absence Charge” or equivilent description.
5. Select an appropriate item type allowanceable under the resident meal plan.
6. Choose the appropriate tax rule.
7. In the price fields, enter the dollar amount that is equivalent to 1 day’s worth of charge to the meal plan. If the community is on a points plan, be sure to set the appropriate number of points.
8. If applicable, change the bill codes to the necessary values.
9. Click “Save”.

Absence Credit Item

1. Click the Admin Center Button.
2. Click the “Item Management” tab.
3. Click “New Item”.
4. In the description text field type “Absence Credit” or equivilent description.
5. Select an appropriate item type not allowanceable under the resident meal plan.
6. Choose the appropriate tax rule.
7. In the price fields, enter the dollar amount that will be credited back to the resident. This number should be input as a negative value equivalent to one day’s worth of credit.
8. Click “Save”.

Create Credit Type

1. Click the Community Button.
2. Click the “Credits” tab.
3. Click the “Credit Types” sub-tab in the blue bar.
4. Click “New Credit Type”
5. Fill in all required fields marked with an asterisk (*).

Name – Name of the credit type

Minimum Number of Days – Number of consecutive days in which no transactions occur before the credit takes effect

Create First Credit Based On – Determines how the first credit will be calculated. For most communities, this will be N Number of Days, where N is the value of Minimum Number of Days. By using N Number of Days, the system will create the first credit as N times the price on the absence credit item. 1 Day will create the first credit equal to the price on the absence credit item. For example, if a resident gets a $5 per day credit after 10 days of absence, with N Number Of Days the first credit would be $50. With 1 Day, it would be $5.

Create First Charge After – Determines when the first charge will be created. For most communities, this will be 1 Day. This tells the system to start charging the resident's meal plan as soon as the absence starts. This is done to appropriately charge the meal plan when the absence might spread over multiple billing periods. N Number of Days will wait until the minimum number of days has been reached to charge the meal plan. This should only be used in circumstances where the absence must fall within in the billing period. Otherwise, a resident may have a charge to their meal plan that would cause them to have an overage simply because the charge covered multiple billing periods.

Credit Item Code – Item used to credit customer account

Charge Item Code – Item used to charge customer account

Customer Type – Customer type associated with the transactions created

Department – Department associated with the transactions created

User Name – User associated with the transactions created. This is typically set up as a business office / accounting power user.

6. In the “Credit Type Applicable” table, add all Item Type – Customer Type combination that would signal the system that the resident is back at the community and should no longer receive absence charges or credits.

7. Click “Save”

Create Absence Credit

1. Click the Community Button.
2. Click the “Credits” tab.
3. Click the “Credits” sub-tab in the blue bar.
4. Click “New Credit”
5. Fill in all required fields marked with an asterisk (*).

Credit Type – Determines what rules will be applied to the credit

Customer ID – Determines what customer the credit will apply to.

Effective Start Date – Determines when the credit will take effect

Effective End Date – Can be left blank if return date is unknown. Once the return date is known, this information should be filled in.

6. Click “Save”

Manually Creating Absence Charge/Credits

If a community does not enter in the absence credit before the absence begins, users can manually 'catch up' the charge/credit. Typically, only the 'charge' portion will need to be re-created since the absence will typically be entered before N number of days have passed.

Create Missing 'Charge' Transactions

1.  Click on Admin Center.
2. Click "New Transaction" button.
3. Enter in the resident information.
4. Select the transaction date to be the first date on the absence.
5. Enter in department and customer type information to match that of the credit type.
6. Search for the 'Absence Charge' item and assign to the transaction.
7. Confirm quantity, price, and tax pct information.
8. Save the transaction.

Repeat this process for any other days that have been missed by the absence credit.

Create Missing 'Credit' Transactions

1.  Click on Admin Center.
2. Click "New Transaction" button.
3. Enter in the resident information.
4. Select the transaction date to be the first date credit would have been received.
5. Enter in department and customer type information to match that of the credit type.
6. Search for the 'Absence Credit' item and assign to the transaction.
7. Confirm quantity, price, and tax pct information. Change quantity to N number of days, if applicable.
8. Save the transaction.

Repeat this process for any other days that have been missed by the absence credit.