Sometimes you need to post a credit to an account manually, whether it's a one-time adjustment or a bulk credit across several accounts. This article walks through the two ways to post a credit in Enrollsy, how to link a credit to an enrollment, how to delete a credit, and how gift cards and prepayments work differently from regular credits.
Before You Post a Credit
Review these notes before posting any credit to an account.
Do not post any regular credits, meaning credits that are not specifically gift cards or prepayments, in the Gift Cards & Prepayments section of a customer's billing page.
When credits are added to an account independent of a specific invoice, they function as general credits. These are applied incrementally, so portions are used across invoices until the credit is depleted. For example, if an account has a $150 credit and receives a $100 invoice, the credit will apply $100 to that invoice, leaving $50 available for future invoices.
Account credits cannot be tied to a specific enrollee or enrollment. Avoid using account-level transactions for enrollee-specific needs whenever possible.
The steps below cover posting a credit, such as a Misc. Credit or any other credit type you've set up. For instructions on creating one, see How to Create Discounts & Coupon Codes. If you need to add a gift card or prepayment instead, skip to the Manage Gift Card and Prepayment Credits section below.
Where You Can Post a Credit
You can post a credit to an account from two places in Enrollsy: the Post Credits button inside an invoice, which is the recommended method, or the Post Transaction button, available either as the plus button beside Invoices on the left menu or from a customer's Billing page.
Post a Credit From an Invoice (Recommended)
The place you should post a credit is directly to an invoice. If there isn't a current invoice, meaning there's a future invoice that hasn't posted to the account yet, you can post the credit to the account instead. When the future invoice posts, the credit syncs to it automatically. Go to the customer's billing page and follow the steps below.
Best Practice — always verify credit allocations align with the intended enrollee by posting directly to that enrollee's invoice whenever possible, rather than using account-level transactions.
Step 1 — Find the invoice. Click Manage beside Current Invoices or Paid Invoices. Note that if you add a credit to an already-paid invoice, the payment on that invoice will move to the next invoice due.
Step 2 — Edit the invoice. Select Edit beside the invoice you need to add the credit to. Within the invoice, click the plus button.
Step 3 — Post the credit. Select Post Credit from the top options.
Step 4 — Enter the amount and discount item. Scroll down to add the credit amount and choose the Discount Item that corresponds to the credit being given.
Once you finish this step, continue to the Link a Credit to an Enrollment section below if the credit should apply to a specific enrollment.
Post a Credit Using the Post Transaction Button
There are two places you can open the Post Transaction menu to post a credit, payment, invoice, or refund: the Plus Button beside Invoices on the left sidebar menu, or the Post Transaction button on a customer's Billing page within their account.
Plus Button
Post Transaction
Once you click Post Transaction, follow these steps.
Step 1 — Select Post Credits.
Step 2 — Search for the account or accounts in the search bar. If you're already on a person's account, their name will auto-populate when you click Post Transaction from the Billing page. You can add multiple accounts by clicking Add Another Account. Click Next to continue.
Step 3 — Enter the credit amount to apply.
Step 4 — Add comments. Add an internal private comment, a public memo comment, or both. These are viewable on the transaction history of the paying account.
Step 5 — Choose the credit or discount type. Enter the credit amount, then choose the type of credit or discount it will be. You can set up your own discounts or credits — see [Article Name: How to Create a New Discount Item] ([link to article]). Click Post and you're done.
Link Credit to an Enrollment
If you want to link a credit you posted, using either method above, to a specific enrollment, follow these steps. Add the credit using the Post Credits flow, then after it's created, click Edit. On the Edit Transaction screen, choose the enrollee's program from the Enrollee Program dropdown menu.
Best Practices to Avoid Common Errors
Double-check before posting — verify every credit or discount allocation aligns with the intended enrollee or invoice.
Use clear descriptions — add detailed notes and labels when creating transactions to avoid confusion during reviews.
Perform regular audits — review invoice summaries periodically to catch and correct misallocations early.
Delete a Credit
To remove a credit, click on the invoice where the credit is located, then follow these steps.
Step 1 — Click the three dots beside the credit, shown in blue, then click Edit.
Step 2 — Click Delete Transaction at the bottom. Click again to delete the transaction completely.
See How to Post Credits to an Account for more detail. Note that editing transactions older than 18 months will be restricted.
Fix a Misplaced Charge on a Paid Invoice
To correct charges mistakenly allocated to the wrong enrollee's account:
Locate the paid invoice — under Paid Invoices, find the invoice containing the misplaced charge.
Edit the charge — click the dots next to the incorrect charge, highlighted in red, select Edit, and modify the allocation under the Student Program field. Change the enrollment to the correct enrollee or set it to None, as appropriate.
Save and revalidate — save your changes, then re-run the invoice summary to confirm the adjustment is reflected accurately.
Manage Gift Card and Prepayment Credits
❗IMPORTANT
do not post any regular credits, meaning credits that are not specifically gift cards or prepayments, in the Gift Cards & Prepayments section of a customer's billing page. All other credits should be posted to an invoice or to the account directly.
Only gift cards and prepayments show under Gift Cards & Prepayments on the customer billing page. If you aren't using these specific features, no other credits should be added in this area. If a credit was added by you or another admin, it should appear on the invoice you added it to. If it isn't on an invoice, it will show up on the transaction history. All credits appear in blue.
If an account has gift cards or prepayments, those credits will be reflected under Gift Cards & Prepayments on the Billing page. All other credits will show up on the invoice they were added to.
Select Gift Cards or Prepayments on the customer's account to open the history window. Click + New Record, then Post account credit.
Admins can edit or delete gift cards or prepayments from this window. Select the pencil icon to edit a credit, or the trashcan icon to delete one.
