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Quick Notes: Need An...
# administrationi
Indya-ASI
09/03/2026, 10:19 PM@Torie Warren @Caleb Warren
Quick Notes: Need Answer for Bullet 2
• some parents were double charged with enrollment for September. Ill send a list and ask what to do for next month so that doesn't happen.
• One parent called about Labor Day closure and make-ups and wanted to know if she could come to today's class. I let her know tentatively yes, but I would call her back shortly as that class starts at 4 pm and they live 15 minutes away BUT will we have the make-up forms ready soon as Labor Day is this coming Monday?
t
Torie Warren
09/03/2026, 10:51 PMI left an email in the inbox from Veronica's mom where I said we can double check and prevent a double charge. I left it in inbox for staff to see during opening yesterday. It was removed so I assumed someone saw the note but she was still double charged.
You have to change the "next charge date" when the order comes in when you process the order and remove it from inbox if they were charged on the 1st or 2nd.
This person specifically signed up as a returning/enrolled student. Were the others as well or were they just charged by the team for prorated August and then also charged September and are now confused like I was mentioning yesterday?
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Indya-ASI
09/03/2026, 10:53 PMVeronica was one, the other was a new mom, had no prorate for August, just September. Got double charged. I did not see that note when I came in but now I know and will update the accounts when I am back at desk. Thank you
t
Torie Warren
09/03/2026, 10:55 PMWait why is this order processed like this? Is this us or them?
Torie Warren
09/03/2026, 10:55 PMWhy were they charged the full amount?
Torie Warren
09/03/2026, 10:55 PMAnd yes Veronica was the email I left in the inbox for you all to see
Torie Warren
09/03/2026, 11:07 PMFollowing up on this order. I went through the email orders and it looks like you charged everyone full tuition yesterday when signing them up? Tuition runs on the 3rd. So when you charge them in full on the 1st or 2nd it is going to create a double charge on the 3rd. Your first order you should only be charging what needs to be prorated doe August. I mentioned that in person a day or two ago and you confirmed that some people needed to be charged August but others did not need to be charged. For those who needed charging we should have entered the discount code for them to be prorated appropriately and for those who did not need charged either discount full amount or solely set up subscription with no order.
This looks like it was an error caused on our end by charging them full price when the tuition is going to run again on the 3rd
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