Credits are a way for administrators to correct or modify a student’s account balance or invoice to 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.
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Issuing a Credit
Credits are independent transactions that bring down a student's account balance, and work well to record things like starting balances, vacations, holidays, referrals, and more!
Rather than issuing a refund or a discount, administrators can issue a credit to the student's account. Unlike adjusting a charge, adding credit is a standalone transaction that simply lowers the amount owed by the student and can help minimize administrative work.
Credits will not be immediately applied to an invoice. They will apply to the next invoice that posts to the student’s account or you can manually apply them to previously posted invoices.
Navigate to the student’s billing profile
From the Select an action drop-down, choose to Add a credit
Enter the Amount, choose a Reason from the drop-down, and add any Notes
Optionally, if you’d like to apply the credit to a posted invoice type the amount applied on the open invoice(s) row
Press Save & apply
Any credits that are not manually applied to an existing invoice will be automatically applied to the next posted invoice.
Applying/Unapplying a Credit to an Invoice
Credits and payments can be applied or unapplied from invoices as desired.
By default credits and payments that are left unapplied will automatically apply to the first posted invoice on a student’s account.
To Apply a Credit to an Invoice:
Go to the student’s billing profile
Select the Available credits & payments tab
Locate the specific credit and click Actions at the end of the row
From the drop-down menu, select Apply to invoices
Under the Amount applied column, type the amount of the credit that you’d like to apply to an open invoice
When done, press Save & apply
To Unapply a Credit to an Invoice:
Go to the student’s billing profile
Click on the All transactions tab
On the invoice, the credit is applied to press Actions
From the drop-down menu, select View / Edit
Select Actions on the credit
From the drop-down menu press Unapply
The credit will then be unapplied from the invoice and will be visible under the Available credits & payments tab on the student’s billing profile. You can apply this credit to another posted invoice or it’ll apply automatically to the next posted invoice on the account.