Balance Rollover

After completing school year rollover and enrolling families in the new school year, use Balance Rollover to carry family balances from the previous year into the new year so payments can be collected in the new payment cycle.

Before rolling balances over into the new year, you must have a rollover discount billing item in the previous year and a rollover fee billing item in the new year. The rollover discount offsets balances in the previous year, while the rollover fee is assigned to the balances applied to accounts in the new year.

For example, to roll over balances from 2024-2025 to 2025-2026

  • a balance rollover discount billing item must exist in 2024-2025.

  • a balance rollover fee billing item must exist in 2025-2026.

  • the year the balances are rolling over from, 2024-2025, is selected in the upper right while performing the Balance Rollover in Manage Families.

The rollover billing items are copied over to the next years during the school year rollover process.

Tip: To review rollover amounts for all families before performing a balance rollover, run the A/R Balance report under Accrual in Reports, Static Reports. Do not select Include BBTM Fees when running the report as late fees, admin fees, follow up fees, and failed payment fees are excluded from rollover balances.

Note: Credit balances are not rolled over.

  1. Ensure the previous year is selected in the upper right.

  2. From the Fees & Discounts menu, choose Manage Fees & Discounts.

  3. Select Discounts.

  4. Select Add New Discount.

  5. Enter the following:

    • Discount Name (This field is required and cannot be duplicated.)

    • General Ledger ID (Optional.)

    • Project Code (Optional.)

    • Description (This will appear on invoices.)

  6. Set Is Balance Rollover Fee to On.

    Tip: If Is Balance Rollover Fee is set to Off, the discount is not available when performing a balance rollover.

  7. Rollover discounts are applied once per family.

  8. Choose a Distribution Type:

    • 1st Month: Discount is applied on the 1st month of the payment plan.

    • Across Plan: Discount is distributed evenly throughout the payment plan.

    • Specific Months: Select the months to apply the discount to.

    • Across Tuition Months: Discount is distributed evenly across only the months when tuition is collected.

  9. Indicate if the discount applies to:

    • Tuition: Applies only towards only tuition.

    • Tuition and Fees: Applies towards both tuition and fees.

  10. Select Save.

For more information on creating discounts, see Manage Fees & Discounts.

  1. Ensure the new year is selected in the upper right.

  2. From the Fees & Discounts menu, choose Manage Fees & Discounts.

  3. Select Add New Fee.

  4. Enter the following:

    • Fee Name (This field is required and cannot be duplicated.)

    • General Ledger ID (Optional.)

    • Project Code (Optional.)

    • Description (Optional. This will appear on invoices.)

  5. Set Is Balance Rollover Fee to On.

    Tip: If Is Balance Rollover Fee is set to Off, the fee is not available when performing a balance rollover.

  6. Rollover fees are applied once per family.

  7. Choose a Distribution Type:

    • 1st Month: Fee is due in the 1st month of the payment plan.

    • Across Plan: Fee is distributed evenly throughout the payment plan.

    • Specific Months: Select the months to apply the fee to.

    • Across Tuition Months: Fee is distributed evenly across only the months when tuition is collected.

  8. Select Save.

For more information on creating discounts, see Manage Fees & Discounts.

The rollover discount and rollover fee can only be applied to a family's account by performing a balance rollover. They cannot be applied manually.

  1. Ensure the previous school year is selected in the upper right.

  2. Under Families, select Manage Families.

  3. Limit which families display in the list as needed using Filters.

  4. Select the families with balances you want to roll over to the new year.

    Tip: Use the Select All icon Box with a checkmark to select all listed families.

  5. Under Perform Batch Action, select Balance Rollover.

  6. Select the rollover discount to apply to accounts to offset their balance in the previous year.

    Tip: If no discount is available for selection, ensure a discount is created in the previous year with Is Balance Rollover Fee set to On.

  7. Select the rollover fee to use for the balances applied to accounts in the new year.

    Tip: If no fee is available for selection, ensure a fee with Is Balance Rollover Fee set to On is created in the new year.

  8. Select Submit to proceed with the balance rollover or Cancel to exit without making any changes.

If a family's balance fails to roll over, a red error icon displays next to their name. Hover over the icon for additional error details. A family's balance may fail to rollover if

  • the family has not been enrolled in the new year.

  • the rollover was already completed for that family.

  • the rollover amount is $0 or a credit balance.

Tip: If there is an issue with a family's rollover discount or fee, you can delete the rollover discount and rollover fee from their account and try again.