Sometimes a payment won't automatically apply to an invoice and providers will need to do it manually. This can happen when:
The payment wasn't linked to a specific invoice (including cash, Venmo, or other payments made outside of brightwheel)
The payment was made by a different payer than the one on the invoice
The payment was made after the invoice was posted. Payments made before an invoice is posted will apply automatically.
Read on to learn how to manually apply a payment to an invoice.
Allocate a payment and credits to an invoice
If a payment is not applied to a invoice, it will appear as a credit on the account. In these cases, you can manually apply that credit to a specific invoice from the child's billing profile.
Log in on the web, then go to Billing
Select a student, then Available credits & payments tab
Locate the payment that has not been applied an invoice, then click Actions > Apply to invoices next to ti
Enter the amount to apply > Save & Apply when done
Note: A payment may not apply automatically to an invoice if the payment is posted after the invoice, 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.
Unapply a payment and credit from an Invoice
If you no longer want a payment applied to an invoice, you can unapply it.
The unapplied payment will then be added as a Credit to the account, which can be applied to another invoice or, if there are no open invoices, the unapplied payment will automatically apply to the next posted invoice once it is generated.
Log in on the web, then go to Billing
Select a student, then All transactions tab
Next to the invoice the payment is applied to, click Actions > View/Edit
In the individual payment, click Actions > Unapply
FAQs
A student has open invoices and credits, yet their account balance shows as $0.00. How do I fix this?
A student has open invoices and credits, yet their account balance shows as $0.00. How do I fix this?
If an account balance is $0.00 but you notice that there is an open invoice and credit balance for the same amount, this indicates that there is an available payment or credit that can be applied to the open invoice. To resolve this, apply the available payment or credit to the invoice. If there are no open invoices, the credit will remain unapplied until a new invoice is generated and posted, at which point it will automatically apply.
Can families make payments even when there are no open invoices to pay?
Can families make payments even when there are no open invoices to pay?
Yes, payers can submit a payment at any time, even if there aren't any open invoices on the student's account. When a payment is submitted when the account balance is $0.00, the payment will create a credit balance and the payment will be available to apply to any new invoices that are posted on the account.