Editing and Deleting transactions DO NOT create 'contra' posting transactions so will affect your external accounting package if the payments you change have already been posted. Your external accounting package will need to be adjusted manually.
However, occasionally errors are made that do require the editing and deleting of payments, so the ability to do so has been catered for in Hero. When a payment is amended a reason must be entered and an audit log of the change is kept. This is not visible to you, but can be checked by a Hero consultant if necessary.
EDITING A PAYMENT
The most common reasons for editing a payment are:
- Incorrect payment method
- Incorrect date
- Need to add a Paid by: for tax receipting
These fields all relate to the actual payment itself so can only be entered on the Payment line i.e. line one in the example below.
The Comment field appears on both the payment and the line item allocation so this can be amended for either.
1. Find any one of the students in the family using one of the search tools available
2. Click on the student Finance ($) icon
3. Click VIEW ALL PAYMENTS
4. Click the cog icon on the payment or allocation line you wish to amend.
5. Change the incorrect field and enter the Reason for Change. This is a mandatory field as an audit log is kept of the change.
6. Click SAVE to update the payment.
7. Update your external account package if this payment had already been posted and your change will have an affect.
DELETING A PAYMENT
The most common reasons for deleting a payment are:
- Incorrect payment amount entered
- Applied to the incorrect student
- Apportioned to the incorrect Line Item(s)
1. Find any one of the students in the family using one of the search tools available
2. Click on the student Finance ($) icon
3. Click VIEW ALL PAYMENTS
4. Click the trash icon.
5. Enter the Reason for the Delete. This is a mandatory field as an audit log is kept of the delete.
6. Click DELETE to update the payment.
7. Update your external account package if this payment had already been posted.
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