Credits are independent transactions that reduce a student's account balance, useful for tracking starting balances, vacations, holidays, referrals, and more. Unlike charge adjustments, credits stand alone and directly reduce the payer's owed amount, streamlining administrative tasks.
ℹ️ When guardians pay more than the balance owed, their account balance will reflect an automatic credit.
Issue a Credit
In place of issuing a refund or applying a discount, credits can applied directly to a student's account (not a specific payer). Credits aren't immediately applied to invoices, and can be manually allocated as needed. If not allocated, the credit will automatically apply to the next invoice for the primary payer.
Navigate to the applicable student's billing profile
💡 Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!Click the Select an action drop-down menu, then choose Add a credit
Enter the Credit amount
Select a Reason from the drop-down menu or type in the text box to create a new one
Any add Notes
[Optional] Manually apply the credit to an open, posted invoice by typing the credit amount in the Amount applied field
Click Save & apply
Apply/Unapply a Credit to an Invoice
Apply a Credit to an Invoice
Apply a Credit to an Invoice
Navigate to the applicable student's billing profile
💡 Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!Under the Current activity tab, open the Available credits & payments tab
Locate the applicable credit and click the Actions menu on that row
Select Apply to invoices
In the Amount applied field, add the credit amount to apply to an open invoice
Click Save & apply
Unapply a Credit to an Invoice
Unapply a Credit to an Invoice
Navigate to the applicable student's billing profile
💡 Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!Jump to the All transactions tab
Locate the invoice the credit was applied to and click the Actions menu on that row
Select View / Edit
Under Charges & payments, locate the credit and click the Actions menu on that row
Select Unapply
Click Yes, unapply transaction
The credit will then be unapplied from the invoice and will be visible under the Available credits & payments tab on the student’s billing profile. You can apply this credit to another posted invoice or it’ll apply automatically to the next posted invoice for the primary payer on the account.
Adjust/Void a Credit
Log in on the web
Open the Billing page
From the Students page, select the applicable student's name to open their billing profile
Jump to the Available credits & payments tab
Locate the credit and click Actions to display options
To adjust a credit, click View/Edit
Make adjustments to the Credit amount, Reason, or Notes
When finished, click Save & apply
To delete a credit, click Void and then Void once more to finalize the action
