Credit Balance Rollover

After completing school year rollover and enrolling families in the new school year, use Balance Rollover and Credit Balance Rollover to carry family balances from the previous year into the new year.

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

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

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

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

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

Note: You can use the same billing items for Balance Rollovers and Credit Balance Rollovers as long as the billing items exist in the applicable years.

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 credit 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 credit rollover balances.

Perform a Credit Balance Rollover

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

Note: If a family's payment plan for the previous year has already ended when you perform the rollover, the rollover fee will be applied to the last billing month in that plan. **Does this statement still apply for credit rollover?**

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 credit balances you want to roll over to the new year.

   Tip: Use the Select All icon to select all listed families.

5. Under Perform Batch Action, select Credit Balance Rollover.

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

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

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

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

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

If a family's credit 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 credit rollover was already completed for that family.

• the rollover amount is $0 or an unpaid 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.