The Student Billing feature allows schools to bill caregivers for activities and contributions. The Line Item (aka invoice) is the detail that the caregiver see and pays. It often happens, that the original amount charged needs to be adjusted either up or down as circumstances change.
This article takes you through the steps required to adjust the value of the line item in either direction.
Note: The caregiver will always see the amount owing. To avoid any surprises, it is best to inform your caregivers in advance if you plan to adjust a line item value.
INCREASING THE VALUE OF A LINE ITEM
1. Find the student using one of the search tools available
2. Click on the student Finance ($) icon
3. Find the Line Item you wish to increase the value on. You may have to click FULL STATEMENT to find this if the original amount has already been paid in full.
4. Click the UP ARROW icon.
5. You have the option to enter either the amount you wish to increase the line item BY or the amount you wish to increase the line item TO. Click the required option, enter the relevant amount, enter the reason for the increase and click CONFIRM to process.
6. The line item will be updated with the new amount. You can recognise that the amount has been adjusted by both the * and the hyperlink (indicated by blue) on the amount.
7. Click the Amount to see a record of all adjustments made.
Note: clicking any of the amounts will show a summary of all transactions for that line item (i.e. Receipts, Other Credits and Adjustments)
DECREASING THE VALUE OF A LINE ITEM
1. Find the student as above and click on the student Finance ($) icon
2. Find the Line Item you wish to decrease the value on. Check the amounts of any payments or credits applied against the line item. If the decrease will result in the balance becoming negative, you will need to refund a portion of the payment before you can proceed. This article will help you with that - Handling Refunds
3. Click the DOWN ARROW icon.
4. You have the option to enter either the amount you wish to decrease the line item BY or the amount you wish to decrease the line item TO. Click the required option, enter the relevant amount, enter the reason for the decrease and click CONFIRM to process.
5. The line item will be updated with the new amount. You can recognise that the amount has been adjusted by both the * and the hyperlink (indicated by blue) on the amount.
6. Click the Amount to see a record of all adjustments made. Note: clicking any of the amounts will show a summary of all transactions for that line item (i.e. Receipts, Other Credits and Adjustments)
HOW WILL A CAREGIVER VIEW A LINE ITEM ADJUSTMENT
1. A caregiver will always see the amount owing.
2. By clicking on the line item name, they will see the original value plus a breakdown of all transactions applied to that line item, including adjustments.
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