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Credits are independent transactions that reduce a student's account balance, useful for tracking starting balances, vacations, holidays, referrals, and more. Unlike charge adjustments, credits stand alone and directly reduce the payer's owed amount, streamlining administrative tasks.

ℹ️ When guardians pay more than the balance owed, their account balance will reflect an automatic credit.

Issue a Credit

In place of issuing a refund or applying a discount, credits can applied directly to a student's account (not a specific payer). Credits aren't immediately applied to invoices, and can be manually allocated as needed. If not allocated, the credit will automatically apply to the next invoice for the primary payer.

Navigate to the applicable student's billing profile
💡 Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!
Click the Select an action drop-down menu, then choose Add a credit
Enter the Credit amount
Select a Reason from the drop-down menu or type in the text box to create a new one
Any add Notes
[Optional] Manually apply the credit to an open, posted invoice by typing the credit amount in the Amount applied field
Click Save & apply

Apply/Unapply a Credit to an Invoice

Apply a Credit to an Invoice

Navigate to the applicable student's billing profile
💡 Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!
Under the Current activity tab, open the Available credits & payments tab
Locate the applicable credit and click the Actions menu on that row
Select Apply to invoices
In the Amount applied field, add the credit amount to apply to an open invoice
Click Save & apply

Unapply a Credit to an Invoice

Navigate to the applicable student's billing profile
💡 Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!
Jump to the All transactions tab
Locate the invoice the credit was applied to and click the Actions menu on that row
Select View / Edit
Under Charges & payments, locate the credit and click the Actions menu on that row
Select Unapply
Click 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.

Delete/Adjust a Credit Amount

After creating a credit, you will not be able to edit or delete the standalone credit. If a credit was created in error or needs to be reduced, adjust the credit by issuing a one-time charge to cover the entire balance or reduce the balance of the credit.

Navigate to the applicable student's billing profile
💡 Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!
Click the Select an action drop-down menu, then choose Add a one-time charge
Select Add charges
Click + Create a new charge
Input the required fields and an amount to reduce the credit by or the amount to zero out the credit
Click Save and then Set schedule
Select the Desired due date (recommend the current day to adjust the credit balance ASAP)
Select Preview & confirm
Review the charge to ensure all is accurate and add any optional Notes
💡 Add a disclaimer for the charge in the Notes
When finished, click Create invoice
[Optional, but recommended] Send a message to the applicable payer(s) to let them know why this new charge was issued (to balance/zero out the credit on the account) since they will receive an email notification

💡 If the credit isn't already applied to any invoices, after creating the one time charge the credit will auto-apply to it as long as the invoice is assigned to the primary payer. If the credit does not auto-apply, follow the steps above to apply it to the one-time charge and balance out the student's billing account.