PPU Fees Policies

 Updated on October 10, 2019
 

General PPU Fee Charge Guideline

 
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?

 
 
  1. Billable Location: a competition or convention location is considered "billable" if it satisfies one of the following conditions:
  • It is not a test location  - Test locations are non-billable and not included in PPU fee charges. By checking the "Test Event?" checkbox will turn a location into a test location 
  • It has at least one registration that has a "complete" status
            
 
  • It has at least one registration that has been included in the schedule using the 'Include in Schedule' tool.
            
 
 
 

How Are the Fees Calculated?

 
 
  1. 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 it by registration accounts (studios/independents)

       
    • Convention Usage:  the total charge will be calculated based on the number of dancers in the Usage column. The report will organize it by registration accounts (studios/independents)
                        
 
 
 
 

PPU Fees Billing Cycle

 
  1. When are invoices generated and presented to clients?
    • Every Sunday the software will automatically generate and update the next invoice.  
  2. Where can you see this invoice?
    • The imost recent invoice and the previous invoices within the current month, can be found on the "All Registration" page of the Competition and Convention Module by clicking 'View Details and Make Payment'. 
  3. When are invoices due for payment?
    • Payments are due on a monthly basis for routines added to the software that month, regardless of when the location date is. Payments are due on the 4th day of the month. For example, if the location date is May 1st and a routine is geistered on January 10th you will be invoiced for the invoice 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.
  4. How are payments collected?
    • Manual payment: the 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 payment withdraws was set up previously, then on 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 back-end Control Panel being locked out until payment has been received from the client. Your customers will still have full access and capabilities, but the you as the Admin will not be able to access the control panel.

       

Cancelled Locations and Deleting Registration After Billing

 
 
 
  1. 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. compete, incomplete, as it needs to assume all registrations are a 'go'. We can't track if a registration has actually paid or completed as many clients collect payments outside of the system and leave registrations with an ‘incomplete’ status. To balance this out, after the event has passed the system will re-scan to confirm who competed and then we credit back any routines that cancelled. After the re-scan our billing department will receive a notice with the result. We will then review and manually apply this credit to your account. This way a competition never pays more than they should.