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Feature Available on All Plans
Feature Available on Web App
Each student that has a billing plan setup will have a Student Account page. This is a great at-a-glance page to understand what a parent owes for a specific student and what actions have been taken by your administrators and the parents. The majority of actions will impact the student’s balance.
Table of Contents
Impact of Transactions
The way certain actions taken by your program or parents and how it impacts the balance of a student’s account may not always seem intuitive. In this section will review each transaction type and how it affects the total balance of a student’s account:
- Charges - During each statement period, administrators can add charges to a student’s draft statement at any time. This will not impact the student’s balance until the end of the billing period and the statement posts to the student’s account. At that time, the total balance due will increase.
- Discounts - Discounts can be applied to specific charges while the statement is in draft mode or in the billing plan to be recurring. This means adding a discount will happen before a parent is able to view the statement. A discount reduces the amount a charge will impact the balance.
- Payments - Payments toward a balance will reduce the total balance due. Please note that payments are not directly tied to a specific statement, but rather the account balance as a whole. Any past due balance will be reduced first.
- Credits - Credits reduce the total balance of student by crediting back a portion or the entirety of a specific charge. Credits in brightwheel billing are always associated with specific charges.
- Refunds - Refunds can be a bit tricky. By itself, a refund increases the total balance due: by refunding funds back to the parent, a payment is reversed, which means the total balance due goes up. . In many cases, administrators will use refunds in conjunction with credits to modify or reduce a previous charge. If the refund and credit are for the same total amount, then there will be no impact on the total balance due.
Total Balance Due
The Total Balance Due is located in the upper left, navy colored box. The number you see here is the total amount of all posted statements to the student’s account. This includes past due balances.
Total Past Due
This is the box located directly next to the Total Balance Due box. When there are no past due statements, this box will display as grey with a $0.00 balance. Any statement with a remaining balance that has passed its due date will be added to this sum. Once there are past due balances, this box will turn red and display the total funds that are past due.
If at any time an administrator has issued a credit on a past charge or if the parent opts to pay more than their balance due, then the Total Balance Due box will be replaced with a green box that reads This account has a credit of. As new statements with charges are posted to the student’s account, the amount owed will first draw against this credit balance and then revert back to the Total Balance Due box as normal.