The Transaction History is the billing record for a customer's Account. It contains the complete history of all charges (tuition and other fees), discounts, credits, and payments — posted in date and time order, similar to a bank statement. Each new transaction affects the running account balance shown in the far-right column.
Color Coding: How to Read Transactions at a Glance
The Transaction History uses color to identify what type of transaction each line is. Before diving into the columns, here's a quick reference:
Charges are in RED. Charges are the fees you bill to customers (e.g., Tuition, Registration, Class Fees).
Payments are in GREEN, shown in parentheses. A single payment can be split across multiple Invoices. The number of Invoices the payment is covering appears in blue (e.g., "1 of 3"). The total payment amount appears in black.
Discounts and Credits are in BLUE. These include Coupon Codes, discounts such as Sibling Discounts or Returning Customer Discounts, and any Credits added by an Admin user.
The Transaction History at a Glance
Here is what the full Transaction History looks like on a desktop:
How to Read the Transaction History
The Transaction History works like a bank account statement, but in reverse — the most recent transactions appear at the top. Reading it correctly means understanding how each transaction type moves the balance.
Charges increase what the customer owes. When a Charge is posted, the Balance column goes up (or further into the red). Think of this like a purchase on a bank statement — money is owed.
Payments reduce what the customer owes. When a payment is collected, it decreases the balance. If the payment covers the full outstanding balance, the Balance column will show $0.00 in black.
Discounts and Credits also reduce the balance. A Credit or Discount applied to the Account works the same way a payment does — it offsets the amount owed. The difference is that a Credit comes from your organization (not a bank transaction), so no payment method is involved.
The Balance column shows the running total after every transaction. A balance in RED means the customer still owes money. A balance in BLACK ($0.00) means the account is paid in full. A balance in GREEN (with parentheses) means the Account has a credit on file — the customer has overpaid or a credit was applied.
Here's a simple example of how a sequence of transactions reads:
Transaction | Type | Amount | Running Balance |
Tuition charge posted | Charge | $500.00 (red) | (red)$500.00 (red — owes money) |
Auto-Pay payment collected | ACH | ($500.00) (green) | $0.00 (black — paid in full) |
Sibling Discount applied | Misc Credit | ($25.00) (blue) | ($25.00) (green — credit on file) |
Next month's tuition posted | Charge | $500.00 (red) | $475.00 (red — owes $475 after credit applied) |
Tip: When reviewing a customer's account, always look at the most recent Balance value at the top of the list — that is the current account balance. Red means they owe money. Green means they have a credit. Black means they're at zero.
Transaction History Columns
The Transaction History is divided into 10 columns. Here is what each one means:
Posted — The date and time the transaction was recorded, and who posted it. If the transaction was processed automatically by Auto-Pay, it will show "Enrollsy." Admin users appear as first initial and last name (e.g., "S. Edwards"). Customers appear by full name or abbreviated name.
Classification — The Company or Location name associated with the transaction.
Program — The Program the transaction is tied to, if one was specified.
Enrollee — Who the transaction was for. If no Enrollee is linked, the cell will be blank.
Type — The type of transaction. Common values include Cash, Charge, Credit Card, ACH, and Misc Credit. A "Charge" is any fee billed to the Account (Tuition, Registration, etc.). A "Misc Credit" is any discount or credit applied.
Account — The last four digits of the credit card or ACH/check account used, if applicable.
Items — The Charge Items (e.g., convenience fee, registration fee) or Discount Items and their amounts. In the example below, "Class Fee (NEW)" is the Charge Item name and "$150.00" is the amount.
You can create and manage Charge Items and Discount Items on the My Company page under the Items tab.
Details — Any notes attached to the transaction. Details can come from three sources:
Invoice Memo — Visible to the Account Holder.
Private Comment — Only visible to Admin users.
Dates of Service comment — Dates added to an Invoice. Learn how to add Dates of Service comments to Invoices.
$ Amt. (Amount) — The dollar value of the transaction. Color indicates type:
Credits and Discounts are in BLUE
Charges are in RED
Payments are in GREEN
$ Bal. (Balance) — The running Account balance after each transaction:
GREEN with parentheses = Credit or positive balance (the Account has a credit on file)
BLACK = Zero balance (account is paid in full)
RED = Negative balance (the customer owes money)
Pending Payments (ACH Only)
When an ACH payment (eCheck) is submitted, it enters a Pending status while the customer's bank processes it. The bank will do one of two things:
Settle the payment. The most common outcome. The customer's bank successfully funds the payment. This typically takes 3–5 business days.
Reject the payment. Like a paper check, an eCheck can be returned or rejected by the customer's bank.
A pending ACH transaction shows a clock icon (🕐) beside it. Once the clock disappears, the payment has either settled or failed. If it failed, see Returned Payments below.
For more on how ACH payments work, see the ACH Payments overview article.
Returned Payments (ACH)
When an ACH payment is returned (bounced), it will appear in the Type column as NSF Returned Pmt. The Details column typically shows the reason for the failed transaction.
The returned transaction will also have a red circle-backslash symbol (🚫) beside it. Hover over it to see the reason for the return.
When a payment is returned, the original charges go back to their Invoice and the Invoice becomes current again. Any non-sufficient fund (NSF) fees are placed on a separate Invoice.
Important: Failed Credit Card payments do NOT appear as failed in Enrollsy. When a credit card is declined, the transaction is rejected in real time by the card network (similar to a card being declined at a store) and never posts to the Transaction History. If a customer reports a failed payment that doesn't appear in Enrollsy, this is the likely reason.
Refunds
ACH Refunds appear as ACH Refund in the Type column. When an ACH payment is refunded, a Misc Credit is automatically included to zero out the balance. Any NSF fees should be added manually as a separate line item.
Credit Card Refunds appear as CC Refund in the Type column. A Misc Credit is included to zero out the balance. NSF fees should also be added manually.
For both refund types, a crossed-out dollar sign symbol (💲) will appear beside the original transaction that was refunded. Hover over it to see whether it was partially or fully refunded. Partial refunds will show the refund amount in the tooltip.
QuickBooks Syncs
If you use the QuickBooks integration, transactions that have been exported will show a cloud with an arrow icon beside them. Hover over the icon to see the exact date and time the transaction was exported.
