Adjusting a Line Item Value in Bulk for a Group of Students

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 either up or down in bulk for a group of students.

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 MULTIPLE LINE ITEMS

1. Navigate to the Administration menu. If you have a wide-screen device this will already be visible on the left-hand side of your screen. If not, click on the Administration menu icon at the top left-hand side of your screen.

2. Under the heading Administration click on Finance.

3. Click LEDGER ITEMS to display a table of the current ledger items for this year. 

4. Click VIEW LINE ITEMS on the line that contains the line items that you wish to process.

5. Filter your list by group or year level if required, using the filter options above the line item table e.g. perhaps only a particular year level needs to be adjusted.

6. Select the students from this group to be processed by clicking the checkbox. You may select students individually or select ALL students for this Ledger Item by clicking the checkbox in the column heading. 

If you have a large number of students with payments, you may select ALL and the process will ignore those without payments.

7. Click INCREASE VALUE FOR SELECTED LINE ITEMS.

8.  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.

9.  A progress window will be shown.  Click DONE once complete.  

10. The selected line items 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.

11.  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)

REDUCING THE VALUE OF MULTIPLE LINE ITEMS

1. Navigate to the line items to be adjusted as in Step 1-5 above. 

2.  Find the Line Items you wish to reduce the value on.   Check the amounts of any payments or credits applied against these line items.   If the reduction will result in the balance becoming negative, the line item will be excluded from the bulk process.   It is best to deal with these items first by refunding a portion of the payment. See the section below on how to refund payments in bulk.

3. Select the students from this group to be processed by clicking the checkbox. You may select students individually or select ALL students for this Ledger Item by clicking the checkbox in the column heading. 

If you have a large number of students with payments, you may select ALL and the process will ignore those without payments.

7. Click REDUCE VALUE FOR SELECTED LINE ITEMS.

8. You have the option to enter either the amount you wish to reduce the line item BY or the amount you wish to reduce the line item TO.  Click the required option, enter the relevant amount, enter the reason for the reduction. The bottom section will display any line items that cannot be processed due to a resulting negative balance if included.  Click CONFIRM to process.

9.  The line items 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.

10.  Click the Line Item 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)

To see how a caregiver will view an adjustment refer to this help article.   

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REFUNDING PAYMENTS ON MULTIPLE LINE ITEMS

1. Navigate to the line items to be adjusted as in Step 1-5 above. 

2. Select the students requiring a refund by clicking the checkbox. You may select students individually or select ALL students for this Ledger Item by clicking the checkbox in the column heading. 

3. Click REFUND PAYMENTS FOR SELECTED LINE ITEMS.

4.  Enter the refund information - all fields are mandatory including the comment:  

• Enter the Maximum refund amount- the process will not refund more than what has been paid.
• Click REFUND or TRANSFER TO PIA - Refund is used when paying the money back to the caregiver, Transfer to PIA allows the funds to be reused at a later date.
• Enter a Comment - reason for the refund. 
• Enter the Date - date of the refund.

The table displayed will show all students selected and the amounts that will be refunded.

5. Click NEXT

6. The confirmation screen will be displayed showing how many items will be refunded along with the total value.  Click CONFIRM to process or CANCEL to go back.

7. Your refunds will be processed. Click DONE.