If you prefer not to issue a refund, or apply a discount, you can use a credit and apply it directly to a student's account.
Consider using credits when you want to account for overpayments, adjustments, or when a refund might not be the best solution.
Issued credits will automatically apply to the next invoice for the primary payer or you can opt to manually apply the credit to any unpaid invoices. Automatic application depends on specific conditions, such as the order of posting and payment creation.
Issue a Credit
When issuing a credit, you'll have the option to select the total credit amount, add a reason for issuing the credit, provide any custom notes, and manually or automatically apply the credit to posted or future invoices.
Log in on the web
Select Billing in the sidebar menu > Students tab
Click on a student
Press Select an action in the top right > Add a credit
Complete the remaining steps > Click Save & apply when done
Manually apply a credit to pay an invoice
Providers can manually apply a credit to a specific invoice from the child's billing profile.
This may need to happen if the credit did not automatically apply to an invoice or if you'd like to credit to apply to a specific invoice in the future. This might include cases such as when the credit was added after a invoice posted, or to offset invoices if the amounts changed after posting.
Log in on the web
Select Billing in the sidebar > Students tab
Click on a student > Available credits & payments tab
On the applicable credit row, click Actions > Apply to invoices
Specify the amount to apply > Click Save & apply
💡 Tip: Troubleshoot common issues. If credits remain unapplied despite manual attempts:
Verify that the invoice is properly created and posted
Ensure the credits and invoices are assigned to the same payer to facilitate smooth application.
FAQs
Why did a credit not automatically apply to an invoice?
Why did a credit not automatically apply to an invoice?
There are instances when a credit may not automatically apply to an invoice. This can happen if the credit is posted after the invoice, if a different parent made the payment rather than the one assigned to the invoice, or if a parent made a general payment without selecting specific invoices to apply it to.
In these cases, you can manually apply a credit to a specific invoice from the child's billing profile.