Credits and surcharges are an important capability in accounting for changes to the Bill Payer's balance outside of routine tuition invoices and payments. These features, along with Balance adjustments, are used to credit or debit a bill payer's account as needed.
Add a credit
💡 Did you know? You can always navigate to a bill payer's account from your Finance Overview page! Simply click on a Payer or Child's name in either column. A sidebar will pop up.
Click the eye 👁️ icon to the right of "Payer"
Click Add → Credit or Surcharge once in the bill payer page
Enter the amount you wish to credit the account via Credit, or the amount you wish to debit the account via Surcharge
You must send an invoice for this to affect the bill payer Balance; the Credit / Surcharge will appear on the next invoice by default.
To add a credit to an account:
Log in to the app and go to the profile of the child you need to credit
Select the Billing tab and under the bill payer, click Add
From the drop-down menu, select Credit
Once you click Credit, a pop-up will open
Enter the amount you wish to credit to the account
You can add a note, to explain the credit, and press Add
Add a surcharge
To add a surcharge to an account
Log in to the app and go to the profile of the child you need to surcharge
Select the Billing tab and under the bill payer, click Add
From the drop-down menu, select Surcharge
Once you click Surcharge, a pop-up will open
Enter the amount you wish to charge to the account
You can add a note, to explain the surcharge, and press Save
Amending Balances with Payments
If you'd like to amend a bill payers balance without needing to send an invoice (like you would need to do with Credits and Surcharges), you can enter a payment (either positive or negative in value) instead.
To do so:
Navigate to a child's Billing tab
Click on Add
Then select Payment
For example, say a parent's balance is incorrect by $20 and you'd like to deduct this amount. To correct their balance effective immediately, add a payment for -$20 (by typing out -20 in the relevant field) and choose Other as the payment method. You can also add a note to say this payment represents a balance adjustment.
This payment will now show in the Bill payer overview section and the balance will have been adjusted accordingly:
You can of course also add positive amounts if you need to add to a balance.