The Transaction History is your Customer's Account. It is where all the billing activity history is, including all charges (tuition and other fees), discounts, credits, and payments.
How the Transaction History works
All Transactions are posted by date and time
The Transaction History works much like a bank account, where one transaction posted affects the Account's balance.
Tuition Charges are posted separately from Discounts (posted as "Misc Credits" unless specifically changed to another Discount Item)
Charges are in RED. Charges are the fees (i.e., "Tuition") that you charge customers.
Payments are in GREEN in parentheses and can be broken up to pay different Invoices. The number of invoices that payment is paying is in blue (i.e., "1 of 3"). The total of the payment is in black (i.e., in the below example, the total amount of the payment is "$1,648.00").
Discounts/Credits are in BLUE. These can be Coupon Codes, discounts such as Sibling Discounts or Returning Customer Discounts, or any Credit added by an Admin user.
This is the Transaction History on a computer:
Transaction History Columns
The Transaction History is divided into 10 different columns. The following is a description of each column:
Date Posted
The first column (Posted) is the transaction's date and who posted it. As illustrated by the screenshot below, if the transaction were automatic, it would say "Enrollsy." The Admin is noted by first initial and last name (i.e., "S. Edwards"). The Customer's name is spelled out or abbreviated, depending on length. In the example, "Jane Edwards" is the Customer.
Classification
The second column is usually the Company or Location name.
Program
The third column, Program, is the Program that the transaction was for (if noted).
Enrollee
This column shows who the transaction was for (the Enrollee). If no Enrollee is specified, a line will appear where the Enrollee name would be.
Type
The Type column is the type of Transaction (i.e., cash, charge, credit card, misc. credit, etc.). A Charge is any amount charged to the Account, such as Tuition, Registration, other fees, etc. A Misc Credit is any Discount/credit given, such as a Sibling Discount.
Account
The sixth column, Account, shows the last four digits of the credit card or ACH/check account (if applicable).
Items
The Items column shows any Charge Items (i.e., a convenience fee, registration fee, etc.) or Discount Items and the amounts of those Charge Items. In the below example, the "Class Fee (NEW)" is the Charge Item name and the amount is "$150.00."
You can create these on the My Company page > Items tab.
Details
The Details column shows any notes about that transaction (i.e., "Pays for July 2024").
Details come from the following places:
Notes under "Invoice Memo" (these are visible to the Account Holder)
Private Comments (only visible to other Admin users).
"Dates of Service" comment on Invoices. See how to add these types of comments to Invoices here.
Amount
The next column is the amount of the Transaction.
Credits or Discounts show up in BLUE
Charges are in RED
Payments are in GREEN
Balance
The last column is the Balance of the Account.
If there is a Credit/Positive balance on the Account, it is in GREEN with parenthesis.
Zero balances are BLACK
Negative balances (the Customer OWES money) are in RED.
Pending Payments
When an ACH payment (an eCheck) is posted, it gets put in a "Pending" status until the Customer's bank funds it. Their bank can make one of two decisions:
"Settle" the payment. That is most likely the scenario. This happens if the Customer's bank successfully funds the ACH payment. Depending on the bank, this usually takes between 3 to 5 business days.
"Rejects" the payment. Like a paper check, an eCheck can bounce or get rejected by the Customer's bank.
Pending ACH transactions will have a clock icon beside the transaction. Once the icon disappears, the transaction is no longer pending and has either settled or failed. See Returned Payments below for information on failed ACH payments.
See this support article for more information on ACH payments.
Returned Payments
ACH returned payments will show up as an NSF Returned Pmt (in the Type column). ACH Refunds typically give the reason for the failed transaction in the Details columns.
The transaction will have a red circle backslash symbol beside it. Hover over the symbol and you'll see that the transaction was "Rejected."
NOTE: Failed Credit Card payments will NOT show up as failed within Enrollsy. It means that the credit card company declined the payment and responded with an error message (i.e., "Non-Sufficient Funds"). It works the same way as if you run your credit card at the grocery store, declining right then and there.
Refunds
ACH Refunds will show up as an ACH Refund (in the Type column). When a refund is done for an ACH payment, a credit must be included to zero out the balance. Any NSF (non-sufficient) fees should also be added manually when doing a refund. Here is an example:
Credit Card Refunds will show up as a CC Refund (in the Type column). When a refund is done for a credit card payment, a credit must be included to zero out the balance. Any NSF (non-sufficient) fees should also be added manually when doing a refund. Here is an example:
Partial or full refunds will show a crossed-out dollar symbol beside the transaction that was partially refunded. Hover over the symbol to see if the transaction was fully refunded or partially refunded. Partial refunds will show the amount of the refund.
QuickBooks Sync
Transactions that have been exported to QuickBooks will have an arrow in a cloud icon beside them. Hover over the icon to see the export date and time.
