Sometimes providers may need to transfer a payment between students, such as when a family accidentally pays for multiple siblings on one account or paid under the wrong student.
The best way to handle these is to refund the amount paid on the incorrect student profile, then have the parent make a new payment on the correct profile.
However, if you don't want the family to make a new payment, you can use offline refunds and offline payments to ensure no funds will change hands or be removed from your account or a parent's account. Using offline actions is helpful as it requires no additional work for the family.
Here's how to transfer a payment using offline actions:
Step 1
First, go to the student's billing profile that had the payment recorded. Next, click the tab All Transactions > Credits & payments.
Step 2
Locate the payment you'd like to refund and click Actions > Refund next to it.
Enter the refund amount that should be transferred to the other account and select offline method (cash/check) as the 'Refund method.' You can use the 'Reason' and 'Notes' section to clarify this was paid on the wrong account.
It's important that you select an offline refund method, like cash or check, so that the funds aren't returned to the parent's payment method.
💡 Tip: Enter the refund amount based on what was incorrectly paid.
If the entire payment needs to transfer, enter the full amount.
If only a partial transfer is needed, enter just that portion.
Step 3
Now go to the student's billing profile that should have had the payment and click Select an action > Log a payment.
Enter the amount that you refunded earlier. You can select any of 'Payment method' options.
You can utilize the 'Notes' section to note this was a payment transfer from a different account.
Click Save & apply when finished.
And that's it! You've successfully transferred a payment to another student.