After creating a billing plan, billing administrators are able to edit and update existing plans. It's important to understand how to adjust invoices based on the administrator's goal. This article explains how to make adjustments for already created billing plans. For more information on creating billing plans click here.
How to view the payment plan
Navigate to the child's billing plan by clicking on the child's file under My School > Students
Click on the the desired child's file and go to the Payments tab
Below are all the use cases for changing an existing billing plan
How to edit an entire payment plan at once
🚨This will edit all installments of this payment plan, even ones that have been paid already. Saving will override any other customization you have made on individual installments.
Click on the 3 dots associated to the entire payment plan and click edit.
A window will pop up with the option to change the Item amount, description, add a discount and accounting code.
Change and click Save
How to change one installment
💡For documentation purposes, if you are lowering the amount of an installment due to a discount we always advice using the add discount button instead of simply changing the item amount.
By clicking on the payment plan, administrators will see a full breakdown of the plan.
Click on the edit button associated with the desired installment you would like to change.
A window will pop up with the option to change the item amount, invoice/due dates, description, accounting codes, discounts, and service dates.
Change the desired field and Save.
How to pause/end a billing plan
When a family ends care or a child graduates from your program, it is important to update the billing plan to ensure they are no longer charged.
Click on the billing plan to see the full drop down details of the plan.
Delete any installment by clicking on the trash icon next to the desired installment.
A window will pop up that give you the option to Delete all installments after or Delete single installment.
Delete all installments after will delete the installment selected and everything that comes after.
Delete single installment will only delete the one installment selected.
How to apply a discount
If you want to lowering the amount of an installment due we always advice using the add discount button instead of simply changing the item amount.
By clicking on the payment plan, administrators will see a full breakdown of the plan.
Click on the edit button associated with the desired installment you would like to change.
A window will pop up with the option to add discount.
Click Add discount then on the empty field to apply a discount available or create a new one by clicking on create discount.
A new window will appear. Enter the discount name and amount, choosing between dollars or percentage. Select the percentage option by clicking on it.
Click Save to return to the previous window.
To apply the discount, click the empty field and select the discount you created.
Finally, click Save to apply.
Adding a charge to a installment plan
Let's say you created your billing plan and realized you forgot a few installments. Adding a charge is an easy way to rectify the plan without having to create a new one.
To add an additional installment to the plan, click on the plan to reveal the details.
Next, click the + sign at the top of all installment plans.
A window will appear where you can enter the amount, discount, post date, due date, and description.
Finally, click Save to apply.
How to rectify an overdue account
If an account is listed as overdue and you're unsure which payments were missed, follow these steps to resolve the issue.
Go to the child's file and select the payments tab
Begin by reviewing the ledger to identify where the issue originated. Typically, one line will show the tuition charge followed by the payment applied to that charge. If the balance doesn't zero out, examine the dates closely to cross-reference the credits and debits.
Next, review the credits to ensure both the number of credits and the amounts match the tuition plan.
After reviewing these three areas, you will often identify the missing charge. If you know the family is current on their payments, you can correct this by applying an offline payment. Learn more about offline payments by clicking here.