Admins can adjust an invoice before or after it posts to a student’s account. The actions an admin can take depends on whether or not it is posted.
Adjust an Unposted Invoice
If an invoice has not yet been posted to a student’s account, meaning the payer has not yet received it, the charges can still be changed.
Upcoming, unposted invoices can be found in the ‘Upcoming Invoices’ tab of a student’s account. Brightwheel shows the next four invoices for each active bill plan in this tab.
The following actions can be taken on upcoming invoices:
Remove Charge: deleting a charge from an invoice; if all charges are deleted a $0.00 invoice will post on the post date
Edit Charge: admins can make the following edits:
Edit or Add a message in Notes
+ Add Charge (existing charge or create a new charge)
Remove an existing charge or multiple charges
+ Add a discount
Edit the existing charge amount (increase or decrease)
Adjust a Posted Invoice
If an invoice has already been posted to a student’s account (it has been sent to payers), the following actions can be taken:
View Invoice: view the invoice to review what was charged
Edit Invoice: admins can make the following edits:
Edit the invoice note or add a note
Reduce a charge
Void a charge
Pay Invoice: admin can log an offline payment against the invoice
Unapply Payment: if a payment was applied to an invoice, the admin can unapply it; if payment is unapplied, it will be added as a credit to the account and will be automatically applied to the next posted invoice
Void Invoice: this will void all charges within the invoice; if a payment was applied to an invoice that was voided, the payment will be added as a credit to the account and will be automatically applied to the next invoice