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Billing credits are a way for administrators to correct or modify a student’s account balance or account for funds that have been overpaid for that student. Issuing a credit will reduce the amount a student owes. Any time a student has paid more than they have been charged, their account balance will be reflected as an account credit.
If a specific charge needs to be adjusted and has not yet posted, here’s how to modify that charge. If there is a specific charge where all or part of the total amount needs to be credited back to the student’s account, administrators have the option of reducing a charge or voiding it altogether.
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Issuing a Credit
There are times where an administrator will need to issue a credit to a student’s account for things like starting balances, vacations, holidays, extended leaves, etc. Rather than issuing a refund or a discount, administrators can issue a credit to the student's account. Unlike adjusting a charge, adding a credit is a standalone transaction that simply lowers the amount owed by the student and can help minimize administrative work.
Navigate to the student’s Billing Account page
Choose Add a credit from the Select an action drop-down
Enter the Amount, choose a Reason from the drop-down, and add any additional Notes
Once complete click Add credit
Student Contacts with Parent level permissions are able to submit payments for any amount. This means that they can pay less than their current balance but it also means that they can pay more than their balance. Overpayments are one reason that a student might have a credit on their account.
As a result of an account credit, the top box that typically reads Total balance due will turn green and read This account has a credit of. There is no additional action required here, once a new statement or charge has posted, the new balance will automatically draw against that credit and display what the student owes after that reduction, or this amount can be refunded back to the payer.
Student accounts will have credits when the total amount of payments recorded for their account is higher than the sum of all charges that have posted to their account. This could happen if parents unintentionally submit duplicate payments, if parents paid ahead intentionally, or if charges are missed, voided, or reduced on a student's account.
If a student should not have a credit on their account, there are a few options that the administrator can take to zero out the student’s balance:
If the student’s balance was overpaid in error, the administrator could issue or record a refund for the credit amount by clicking the ? icon in the green This account has a credit of tile, and clicking issue a refund.
If the student’s balance was overpaid intentionally, the administrator could allow the credit to remain on the student’s account until new charges post. Any new charges will reduce the amount of the credit first, before requiring payment for the remaining balance.
If there were charges that were unintentionally left off the last statement, the administrator can use the one-time charge tool to add in the missed charges and correct the account balance credit.