Charge Codes
When entering a charge on a customer’s account in DanceWorks Online you will often be able to choose charge from a drop-down menu. The Charge Codes setup page is where you will manage the different charges that appear in that drop-down menu. This page also lets you set sales tax and manage the password for deleting transactions.
Adding a Charge Code:
Click the Add Charge Code Button.
In the appropriate field, enter General Ledger or G/L* Number, Description, and Amount.
Choose a Charge Type** from the drop-down menu.
Choose the correct Sales Tax setting for the new Charge Code.
Check the box to allow this charge to be paid online by your customers.
Check the box if this charge should be included in your Tax Credit reports (Canadian users only).
Finally, click Add Charge Code to save.
*If you use Quickbooks, you should have a corresponding G/L account for each G/L number in DanceWorks.
**The charge type is using posting recurring credit card payments and reporting functions in other parts of DanceWorks Online. For this reason, we have limited the types to these categories.
***Your DanceWorks Online program will come with five basic charge codes programmed into it. The only things that may be changed about these charge codes are the g/l number, the amounts, and the sales tax.
Editing a Charge Code:
From the DanceWorks main menu, select Admin.
Select Settings.
Select Charge Codes.
Click the Edit link to the right of the correct Charge Code.
Make any necessary changes.
Click the Save Changes link to the right.
Deleting a Charge Code:
From the DanceWorks main menu, select Admin.
Select Settings.
Select Charge Codes.
Click the Delete link to the right of the correct Charge Code.
A pop-up will appear to confirm that you’re deleting the correct Charge Code.
Click the delete button.
The pop-up will close, and the charge code will be removed.
Reassigning a Charge Code:
Once a charge code is in use and appears on a customer's transactions page, then it can not be deleted. It will then need to be reassigned.
From the DanceWorks main menu, select Admin.
Select Settings.
Select Charge Codes.
Click the Reassign link to the right of the Charge Code.
A pop-up will appear with a drop-down of your other charge codes.
Choose the charge code that you would like to have the existing charges reassigned to.
Check the box if you would like the description to be changed to match the description of the new charge code.
Click the Reassign Charges button.
The pop-up will close.
You may now delete the charge code.
Note: If you attempt to delete a charge code that is in use, you will automatically be prompted to reassign the charge code.
Sales Tax:
DanceWorks Online provides you with two options for sales tax. They can be edited to meet your studio’s needs. When assigning Sales Tax to a charge, you can select either sales tax, tax 1 & 2, or compounded.
Sales Tax 1 & 2 calculates the amount of tax 1 and then calculates the amount of tax two and adds them together.
Compound Sales Tax calculates the amount of sales tax 2 by using the total of the charge plus sales tax 1.
Edit/Delete Transaction Password:
With the Edit/Delete Transaction Password enabled, users will be prompted to enter the password when attempting to edit or delete a transaction from a customer’s account. Only users with Admin privileges can see the Edit/Delete Password function.
To Change the Password:
From the main menu, select Admin.
Select Settings.
Select Charge Codes.
Click in the password field and enter your new password.
Disabling the Password*
From the main menu, select Admin.
Select Settings.
Select Charge Codes.
Deselect the “Require a Password” box.
*We do not recommend disabling the Delete Transaction password.