Recent credits

Recent credits is a filterable list of account credits, defaulting to all credits issued within the last 30 days.

From the Recent credits page, Billing clerks can add credits for one or multiple students at once, view individualized credit summaries, filter the results on the page, delete credits that aren't posted to the general ledger, and export the list to a .csv.

To get started, log into Billing management, hover over Billing in the navigation, and select Billing management. On the page, select the Recent credits tab.

  1. Select Add credit.

  2. Search for a student account to credit.

  3. Enter what fee is being credited, the school year, and the credit amount.

  4. Decide how the credit is applied to statement recipients' balances: either equally (i.e., Any statement recipients) or based on custom-defined ratios (i.e., These specific people for specific amounts).

  5. Choose which charges the credit is applied to: either dynamically towards the overall balance or towards specific charges.

    Note: Credit applied toward the overall balance targets tuition charges first, and then other charges from oldest to newest.

  6. Select Save to apply the credit.

Add credits to multiple students at once using Add credits to group. This approach reduces the time spent adding credits when compared to doing so on a one-by-one basis, and is ideal for crediting students with matching circumstances like a canceled field trip.

To get started, as a Billing clerk, select Add credits to group under Add credit on the Recent credits list.

  1. Under Defaults, define the credit to apply to students.

    Note: Defaults can be overridden on a per-student basis.

  2. Auto-Apply payment automatically applies payments to charges; you can manually select which payments are applied to charges with the Auto-Apply? option beside each listed credit.

    Credits are first applied to charges in chronological order based on charge date; for charges with the same charge date, tuition charges are targeted before non-tuition charges.

  3. Under Credits to Add, select Add a group of people. Choose between the available import options:

    • Use a specific group:

      Select between available filters to exclusively credit all students who meet the option requirements criteria.

    • Pull a list from an excel spreadsheet:

      Leverage student data available in an Excel (.csv) spreadsheet. This format is ideal when working with student data that has been exported from Billing management or manipulated in another application.

      Tip: For an example of the expected .csv file format, select an option under Import formats and then select Create file template.

      Select between the available Import formats, noting the differences:

      1. Student name only:

        Students with a matching first name and last name have the credit applied toward their account.

      2. Student name with user id:

        Precisely matches a student by additionally supplying the student id. This approach reduces the chance of a student being misidentified.

      3. Student name with credit data:

        Precisely matches students by referencing credit data already applied to their accounts.

      4. Student name with credit data and id:

        Precisely matches students by referencing credit data already applied to their accounts along with the unique student id. This approach reduces the chance of a student being misidentified.

      Tip: The student id is procured from several locations, such as lists when the student id column is selected.

      Once selected, select Create template file and download the .csv file. Follow the example and column structure exhibited in the file by copying and pasting your student data into the existing structure. Drag your completed file onto Drag a file here or click to browse and select your file.

    • Paste a list of students:

      Enter a student's first name and last name (e.g., John Doe). Ensure each student's name is on its own line.

  4. Select Next and enter the credit data that is applied to the group of students selected. Either leave the Defaults as-is or replace the default credit data with a new set.

  5. Repeat the above steps as needed to add additional students or additional credits.

  6. Add individual students by entering a student's first name and last name into the Search for a record text box. Selected students have the credit data from Defaults applied to them.

  7. Select Add credits.

To delete credit, follow these steps:

  1. Mark the row of credit to delete. Credits that are posted to the general ledger cannot be deleted.

    Tip: Use filters to help organize and identify credits to delete.

  2. Select Delete Credits.

To export and download the list of credits as a .csv file, follow these steps:

  1. Finalize the construction of your list by using filters to refine the credit results and adding columns with necessary information.

  2. Select Export.