Credits

[For Admins + Billing Only Role] Learn how to issue, apply, unapply, and adjust or void credit's on a student's billing account.

Sabrina avatar
Written by Sabrina
Updated over a week ago

Credits are independent transactions that reduce a student's account balance. 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.


When to Issue a Credit

Credits are useful when you need to reduce a student's account balance, but you do not want to issue a refund. Consider issuing a credit in the following scenarios:

  • Tracking starting balances when transferring to brightwheel from another system

  • The program doesn't charge a family for vacation time

  • The program is closed for a holiday

  • A referral bonus is offered to families who refer others to the program

  • The program has a temporary, unexpected closure

  • The administrator needs to apply a student's security deposit to their final invoice

  • The program offers a scholarship that reduces the amount of tuition owed by a family

🚩 Issuing a credit does not refund money to the payer's original payment method. You can learn more about issuing a refund in our Help Center.


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.

  1. 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!

  2. Click the Select an action drop-down menu, then choose Add a credit

  3. Enter the Credit amount

  4. Select a Reason from the drop-down menu or type in the text box to create a new one

  5. Any add Notes

  6. [Optional] Manually apply the credit to an open, posted invoice by typing the credit amount in the Amount applied field

  7. Click Save & apply


Apply/Unapply a Credit to an Invoice

Apply a Credit to an Invoice

  1. 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!

  2. Under the Current activity tab, open the Available credits & payments tab

  3. Locate the applicable credit and click the Actions menu on that row

  4. Select Apply to invoices

  5. In the Amount applied field, add the credit amount to apply to an open invoice

  6. Click Save & apply

Unapply a Credit to an Invoice

  1. 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!

  2. Jump to the All transactions tab

  3. Locate the invoice the credit was applied to and click the Actions menu on that row

  4. Select View / Edit

  5. Under Charges & payments, locate the credit and click the Actions menu on that row

  6. Select Unapply

  7. 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.


Adjust/Void a Credit

  1. Log in on the web

  2. Open the Billing page

  3. From the Students page, select the applicable student's name to open their billing profile

  4. Jump to the Available credits & payments tab

  5. Locate the credit and click Actions to display options

  6. To adjust a credit, click View/Edit

    1. Make adjustments to the Credit amount, Reason, or Notes

    2. When finished, click Save & apply

  7. To delete a credit, click Void and then Void once more to finalize the action

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