This section explains the general logic and conditions of when and how the PPU fees are calculated and applied. The following items will be covered in this guide:
What Routines are Billable and Non-Billable?
How Are the Fees Calculated?
PPU Fees and Billing Cycle
Cancelled Locations and Deleting Registration After Billing
What Routines are Billable and Non-Billable?
Billable Location: a competition or convention location is considered "billable" if it satisfies one of the following conditions:
1. It is not a test location - Test locations are non-billable and not included in PPU fee charges, so long as the "Test Event?" checkbox is selected within the Location settings. This will turn the Location into a test location and exclude it from billing. If the Test Event checkbox is not selected, the system will consider it as a real event.
2. It has at least one registration that has a "complete" status, and;
Has been included in the schedule using the 'Allow to Schedule' tool:
In the instance real registration locations are used for "Mock Testing" prior to the real event, with both real and test registrations: the test registrations must then be deleted from the event. Real routines can be reset for scoring on Main Tabulation using "Back to Wait" feature.
How Are the Fees Calculated?
PPU total charge calculation
The total charge consists of two parts: Competition usage and Convention usage
Competition Usage: the total charge will be calculated based on the number of routines in the Usage column. The report will organize this by Studio registration accounts, including Independent accounts if applicable:
Convention Usage: the total charge will be calculated based on the number of Dancers in the Usage column. The report will organize this by Studio registration accounts, including Independent accounts if applicable:
PPU Fees Billing Cycle
When are invoices generated and presented to clients?
Every Sunday the DCG software will automatically generate and update the next invoice.
Where can you see this invoice?
All invoices and related information, such as credits, can be found in the Settings Cog on the blue header of your DCG Control Panel: Settings > Invoices. Generally, the most recent invoice amount will appear as a notification on the Dashboard of your DCG Control Panel, with a quick-link to 'View Details and Make Payment. If there is no amount owing, this notification will not appear:
When are invoices due for payment?
Payments are due on a monthly basis for regsitered routines added to the software that month, regardless of when the location date is. New invoices will update on the 1st day of each calendar month and payments (particularly auto-payments) are due on the 4th day of the month. For example, if the location date is May 1st and a routine is registered on January 10th you will be billed for the routine on February 1st. The 1st of the month is the start of the current month's billing cycle and this will end on the last day of the month, locking in all new totals for the next invoice. Each client will receive an email with the updated and finalized invoice.
How are payments collected?
Manual payment: a DCG Admin can the use attached credit card to manually make a payment to clear out the PPU balance. This is due by the 4th day of each month.
Automatic payment withdrawal: If an automatic payments are in place, then on the 4th day of each month, auto payment will take place to pay off the PPU balance. if the payment failed, an email will be sent to the competition admin to indicate the reason of failure. Failure of payment will result in the DCG Control Panel being auto-locked out on the 14th day of the same month until payment has been received from the client. Studios and Independent customers will still have full access and capabilities to your DCG Site, but the Admin and other DCG users will not be able to access the control panel until payment is settled.
Cancelled Locations and Deleting Registration After Billing
How to get a refund if a location is cancelled?
As described above, invoicing occurs each month, charging for any new routines added since the last billing cycle. The system will invoice regardless of the status of the registration i.e. complete, incomplete, as it needs to assume all registrations are real. We can't track if a registration has actually paid or completed, as many clients collect payments outside of the system and may leave registrations with an ‘incomplete’ status. To balance this out, after the event has passed the system will re-scan the DCG system to confirm who competed at event and then we auto-credit any routines that cancelled. After the re-scan our billing department will receive a notice with the result. The credits will be auto-applied to a future invoice and are viewable in the same Invoices page of the DCG Control Panel. This way a competition never pays more than they should.
