Each Account Holder and Enrollee has an Account in Enrollsy, and as part of that Account, there is a Billing page. This page shows the following information:
Account Holder's information
Any tags associated with the Enrollee(s) on that Account
Current, paid, and future Invoices
Active and future Enrollments
Keep reading for more details about each section on this page.
The first information you will see is the Account Holder's name, email address, and phone number (if added). This top bar also includes "Post Transaction" and a new "Build Invoice Summary" It will look similar to the example below:
Admins can view and manage all current, paid, and future Invoices from the Billing page.
View & Edit Invoices
Click "Manage" to open the Invoice editor to view and edit Invoices.
The Invoices editor window opens where you can view Current, Paid, or Future Invoices (click on one of the three options above to see the Invoices). You can edit any transactions within each Invoice by clicking "Edit."
Build Invoice Summary
Click the "Build Invoice Summary" at the top of the Customer Billing page to build a customized summary of multiple Invoices.
Follow these steps:
Filter by Location and/or Enrollment Period
Select the Totals to include (Enrollee Totals and/or All Invoices Total)
Here is an example of what the Invoice will look like:
Electronic payments (ACH or credit/debit cards) are now marked if they have paid more than one Invoice:
A "Credits" feature has also been added to the Billing page alongside Invoices. As of the writing of this article, only Gift Cards and Prepayments show up here.
Click on "Manage" to view any Credits on that Customer's Account Admins will be able to edit or delete any of these Credits.
Under this section are boxes for each Enrollment. This box contains the following:
Enrollee Name (and photo if uploaded)
Enrollee Tags (if added)
Enrollment Period and Location of the Enrollment
Program Options of the Enrollment
Class Assignments (if assigned)
Internal Billing Notes (viewable to only Admins)
Future Invoice total for that Enrollment
Payment Plan name (if applicable) for that Enrollment
Any current Invoices under the "Paid" and "Current" tabs
Amount of Invoice
Ability to edit the Invoice
Status (unpaid, paid, etc.)
Ability to add a current Invoice
Here is an example:
In the above Enrollment box, you can do the following:
Add or edit the Photo of Enrollee
Add Tags to the Enrollee
View Class Assignments ("View" goes to the Classes page)
Add internal billing notes
Edit the Payment Plan (click "Edit" under the Payment Plan)
View paid and current Invoices (click on Paid/Current tabs)
View any future Invoices (if none are showing, be sure to click on the specific Class under "Class Assignments")
Add a current Invoice (click"Add current Invoice")
Under this section, you can see if the Customer is on Auto-Pay (where payment is taken out automatically based on the payment method on the Account). If two payment methods are set up (ACH and Credit Card), the one chosen is the one on Auto-Pay. Admins can set up or delete payment methods here.
If you have any payment fees set up (i.e., a convenience fee or sales tax), you can change the amounts for the specific Customer here.
Be sure to click "Save" when making any changes in this section, or your changes will not be saved!
The Transaction History is where all the billing activity occurs, including all Charges (tuition and other fees), Discounts, Credits, and Payments. You are able to do the following in this section:
Print a Payment Receipt (click the three dots beside the Payment)
Print a Statement or Transaction Summary (click the print icon)
Export the information to a spreadsheet (export button)
To learn how to read the Transaction History, see this support article.
The new "Post Transaction" window (which can be accessed by the plus ("+") button to the right of Invoices in the left menu OR the "Post Transaction" at the top) has the following functions and looks like this:
Here is a description of each of the functions:
Here is where you can create an invoice for a Customer. These are what was previously known as "Post a Charge." Now you create an Invoice with any tuition or fee. See this article to learn more about how to create a current Invoice.
Choose this option to collect a payment from a Customer. If a payment method is on file, either a credit card or ACH, Admins can post payments for customers. Posting a payment will prompt you to add it to a specific invoice or invoice. See this article for specific instructions on how to post a Payment.
Post Account Credit
Select this option to give a Customer a credit of some kind, such as scholarships, discounts, etc. See this support article for details on how to post a Credit.
Post Refund/Void Payment
Select this option if you need to void a payment or refund an electronic payment (ACH or Credit/Debit Card payment).
This button (see below) will only show if the payment was applied THAT DAY. Click this button to void the payment. Find out more here.
This button (see below) will show after the DAY AFTER the transaction has occurred. Click this button to refund the payment. Find out more here.