Issue credits on student accounts and apply/unapply them towards invoices
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Written by Sabrina
Updated over a week ago

If this content does not match what you see in your account, you may be on our legacy billing platform.

Credits are a way for administrators to correct or modify a student’s account balance or to reduce the amount a student owes for a particular invoice. Any time a student has paid more than they have been charged, their account balance will be reflected as a credit balance.

Table of Contents

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. It's important to note that credits are applied to a given student and not a given payer, so the credit will be included in the student's account balance. Credits will not be immediately applied to an invoice. Admins can choose to manually apply them to a previously posted invoice for any payer (primary or not), but if left unallocated, the credit will automatically apply to the next invoice that posts to the student's account for the primary payer.

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. Here's how to issue a credit:

  1. Navigate to the student’s billing profile

  2. From the Select an action drop-down, choose to Add a credit

  3. Enter the Credit amount, choose a Reason from the drop-down or type in the box to create a new one, and add any Notes

  4. Optionally, if you’d like to apply the credit to a posted invoice type the amount applied on the open invoice(s) row

  5. Press Save & apply

Applying/Unapplying a Credit to an Invoice

To Apply a Credit to an Invoice:

  1. Go to the student’s billing profile

  2. Select the Available credits & payments tab, under Current activity

  3. Locate the specific credit and click Actions at the end of the row

  4. From the drop-down menu, select Apply to invoices

  5. Under the Amount applied column, type the amount of the credit that you’d like to apply to an open invoice

  6. When done, press Save & apply

To Unapply a Credit to an Invoice:

  1. Go to the student’s billing profile

  2. Click on the All transactions tab

  3. On the invoice the credit is applied to and press Actions

  4. From the drop-down menu, select View / Edit

  5. Select Actions on the credit

  6. From the drop-down menu press Unapply

  7. Confirm by clicking Yes, unapply transaction

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 for the primary payer on the account.

Deleting/Adjusting a Credit Amount

Post creation of a credit balance you will not be able to edit or delete the standalone credit. If an account credit was created in error or if the credit balance needs to be reduced. You can adjust the credit by issuing a one-time charge to cover the entire balance or to reduce the balance of the credit.

  1. Go to the student’s billing profile

  2. Click on Select an action

  3. From the drop-down, select Add a one-time charge

  4. Click + Create a new charge

  5. Input the required fields and an amount to reduce the credit by or the amount to zero out the credit (you can add a disclaimer for the charge in the Description or Notes)

  6. Press Save

  7. Click Set schedule

  8. Confirm a due date, we'd recommend the day of to adjust the credit balance as soon as possible

  9. Select Preview & confirm

  10. Double check everything is correct and click Create invoice

If the credit is not applied to any invoices, upon creation of the charge the credit will auto-apply to it as long as the invoice was assigned to the primary payer. If the credit does not auto-apply please apply the entire credit or the desired portion to the new invoice to balance it out.

Please note that payers will receive notification of the new charge. It may be beneficial to reach out to the student payer proactively to explain the circumstances and clarify that the charge and credit will balance out.

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