FullCount allows communities to set up Absence Credits when a resident takes an extended leave. An absence credit’s two processes- generating a bill credit and applying a meal plan charge- are determined by the Credit Type settings. Multiple credit types can be created from the Back Office to allow flexibility in absence policies. FullCount must calculate credits and charges from daily values. However, examples are provided for adapting flat-amount policies using our parameters.  This article covers the following topics

Create a Credit Type

To create a credit type, follow the steps below:

1. Click the Community Button.
    
2. Select the Credits tab.
    
3. Select the Credit Types subtab.
    
4. Click New Credit Type.
    

*NOTE: Fields with an asterisk (*) are required.

5. Fill in the credit policy parameters:

• Name* – Enter a name to differentiate this credit type from others.
• Description – Optionally, enter a fuller description to clarify this type’s purpose.
• Minimum Number of Days* – Select the number of consecutive days before the first credits or charges are applied. If the resident returns before this minimum, the credits and charges may not take effect depending on the parameters set below.
• Create First Credit Based On* – Choose one of the drop-down options: N Number of Days to generate a cumulative credit after the Minimum Number of Days has been reached or 1 Day to generate individual credits beginning the day the resident leaves.
• Create First Charge After* – Using the default 1 Day, charges will deduct from the resident’s meal plan daily beginning on the day the resident leaves. Choose N Number of Days to apply a cumulative charge after the Minimum Number of Days has been reached. The 1 Day option is best when an absence credit spans multiple billing periods. Daily charges will not create an accidental meal plan overage on the final month’s bill.

*NOTE: If a resident returns before the Minimum Number of Days, FullCount will generate a reverse charge to return all deducted dollars/points back to the plan.

• Credit Item* – Search and select the item with the daily credit price. This will usually be set up as a negative dollar-value. If residents are not credited, the credit item should have a zero dollar-value.
• Charge Item* – Search and select the item with the daily charge value. This item must be allowance-able with a value (dollars vs. points) matching the meal plan. If resident plans are not adjusted, the charge item should have a value of zero.

*NOTE: The credit and charge items must be set up before creating the credit type. See the article Create an Item for steps on completing this process.

6. Each credit and charge will generate as a transaction in the Back Office. Fill in the following fields to assign essential information for each transaction line:

• Customer Type* – Assign a customer type for the transaction from the drop-down menu. In most situations, this will be the Resident customer type.
• Department* – Every FullCount transaction must be assigned to a specific department. Select a default department from the drop-down menu.
• User Name* – Select a FullCount User to assign as the operator on each transaction.
   

Credit Type Applicable Table

A transaction matching the Credit Type Applicable settings will end or cancel a resident’s active absence credit(s). If the table is left empty, all open-dated absence credits must be manually ended from the Back Office. Follow the steps below to set up the credit type applicable table:

7. Click the Add button.
    
8. Select an Item Type from the drop-down options.
    
9. Select a Customer Type from the drop-down options.

*NOTE: Repeat steps 7-9 for any other applicable combinations the resident may purchase on their meal plan when they return. Be sure to include guest customer types if they are allowance-able on your community’s meal plans.
 

10. Once the required parameters are set, click Save and Close.

Absence credits can now be added using this credit type. See the article Create an Absence Credit for more information on this process.

Examples

Daily Credit

In the example below, the community allows residents to receive a $5.00 Absence Credit (with an item price of -$5.00) if they are gone three weeks or longer. Their $300 Dollars per Month meal plan is also deducted a $10.00 Meal Plan Charge to remove unpaid funds from future use and carryover.

The absence credit begins on January 1^st, but the first transaction does not occur until January 21^st. This transaction total will equal -$105.00 (21 days x -$5.00). An individual -$5.00 transaction will begin generating each day starting on January 22^nd until the resident returns to purchase a meal or their absence credit is ended from the Back Office.

The Meal Plan Charge item will daily deduct $10.00 from the resident’s plan beginning January 1^st. If the resident returns early on January 12^th before the 21-day minimum, a reverse transaction will be generated to return $120.00 (12 days x $10.00) back to the resident’s meal plan.
 

Flat-Rate Credit

In the example below, the community offers a flat $150 Absence Credit for every month the resident is away. Their 1 Meal per Day meal plan is also deducted a 1-point Meal Plan Charge to remove unpaid funds from future use and carryover.

The absence credit begins on January 1^st with a post-dated end on January 30^th. The Absence Credit item has a price of -$5.00. When the Minimum Number of Days is reached on January 30^th, a credit transaction of -$150.00 (30 days x -$5.00) will be generated for the resident. If the absence credit is not end-dated, an individual -$5.00 transaction will begin generating each day starting on January 31^st until the resident returns to purchase a meal or their absence credit is ended from the Back Office.

The Meal Plan Charge item will daily deduct one meal from the resident’s plan starting on January 1^st through January 30^th. If the resident returns early on January 12^th, FullCount will generate a reverse twelve-point transaction to return the meals back to the resident’s plan.

*NOTE: Additional charges can be manually created as a Back Office Transaction to account for months with more or less than 30 days. Manual transactions will not affect the flat-rate credit.