In rare cases where a family leaves without paying their due balance, we recommend either voiding the charge, or adding a credit to the account to bring the balance to $0. Both of these options will allow you to provide details explaining the bad debt or delinquent payments without impacting your records for revenue earned.
Clear balances
Option 1: Voiding an invoice
Invoices can be voided by an administrator at any time. These adjustments will be delineated by an ⓘ icon that will appear on the line item for the charge within the invoice. This icon will indicate any adjustments including reduction adjustments.
Log in on the web
Select Billing in the sidebar > Students > Select the student
Click All Transactions tab, then locate the unpaid invoice
Click Actions > Void invoice
In the Reason field, select 'bad debt' or add a new Reason by typing out the new reason in the field and hitting Enter
Click Void when ready
Option 2: Adding a credit
Log in on the web
Select Billing in the sidebar > Students > Select the student
Click Select an action at the top > Add a credit
Enter the Credit amount, then select 'bad debt' as the Reason, or add a new reason by typing out the new reason in the field and hitting Enter
Press Save & apply
Generate a report on bad debt
If you void an invoice or add a credit and indicate bad debt is the reason, we recommend using the Billing Transactions Report to report on this information. You can view the reason, Bad Debt, in the Transaction Description column of the report.
