Add Discount
This modification will only work if the invoice has an open amount. If you need to add a discount after the invoice was issued, you can click into the invoice ledger and select + Add Discount. From there you can select the discount type and the dollar amount. Once you do this and click save, the invoice will adjust accordingly.
Modify Existing Discount
If a discount was applied to the invoice before it was sent, you can remove or modify the discount by selecting “Modify” or “Void” under the discount line item.
Modify - If you need to modify the discount amount, you can specify the new dollar amount and the invoice will adjust accordingly.
Void - If you need to remove the discount, you can select void to remove it from the invoice total.
Add Reimbursement
This modification will only work if the invoice has an open amount. If an invoice has already been issued but an other payer needs to be added, you can click into the invoice ledger and select + Add Reimbursement. From there, you can select the Other Payer Type as well as the dollar amount they are providing. Once you do this and click save, the invoice will adjust accordingly.
Modify Existing Reimbursement
If a reimbursement was applied to an invoice before it was sent, you can void, modify, or reallocate that amount.
Modify - If you just need to adjust the amount that will be provided, you can select “Modify” and specify the new amount which will update the invoice amount.
Void - If you select “Void”, it will remove the reimbursable amount and add it to the family invoice total.
Reallocate - If there is a remaining other payer total, you can choose to reallocate that difference to the family or write it off as bad debt. Here is a help doc that walks you through reallocation.
Void Credit Memo
On the Invoice Ledger, you will see any activity that has taken place on an invoice. If an invoice has a credit memo applied to it, you have the option to void it from the invoice. You will choose the reason for the void and any additional notes that you wish to keep on file in regards to the void. If you void the credit memo from the invoice, it will re-apply to the credit memo in the Customer Credits and Deposits section.
Manual Payment Adjustments
If you apply a manual payment from the Actions -> Credit Invoice option, you will have the option to void or refund. Both will adjust the invoice accordingly.
Void - Use this option if you did not receive the manual payment
Refund - Use this option if you did receive the payment but manually refunded it back to the family.
Actions
Within an invoice, you can perform a few different actions.
Re-send invoice
When you resend an invoice you are sending the family another email with the invoice details.
Credit Invoice
Crediting an invoice can be used for a few different reasons. The two common reasons are for manual payments (checks, cash, money orders) or for invoice adjustments. To credit as an adjustment, you will want to choose “Other Credit” as the reason.
Void Invoice
If there was a mistake on an invoice or an invoice should not have been sent, you can void it to remove the open balance from the family’s account. An invoice can only be voided if it has no prior activity (payments, manual payments, credits, chargebacks, etc.)
Issue Refund
If a parent pays an invoice online you can refund it back to their original payment using the “Issue Refund” option. You can refund the full amount or a partial amount depending on the scenario.