When it comes to applying and recording payments in LineLeader, you have a few options! To begin, we will show you how to collect a manual payment (check, cash, or a manually processed credit card) from a child’s profile.
Visit the profile of the child you would like to receive payment against. From the “Transactions” tab, scroll down to the “Invoices and Payments” section. Once you locate the invoice, tap the purple “Actions” button.
2. Let’s select “Credit” to apply a payment to this invoice.
3. From the pop-up window, you can enter the amount of the payment you are receiving, select the credit reason, and add any notes you would like to record. Tap “Save” to record the payment.
Available Credit options include:
Manual Payment - Cash: For logging cash payments
Manual Payment - Check: For logging payments made via check
Manual Payment - Credit Card: For payments made by credit card outside of the LineLeader software. For example, this would include manual swipes not processed within LineLeader. Please note: If you are trying to charge a parent through LineLeader, please use the "Actions>Pay" button within the app
Manual Payment - ACH: For payments made by ACH outside of the LineLeader software. For example, this would include manual ACH processed through your bank, not processed within LineLeader. Please note: If you are trying to charge a parent through LineLeader, please use the "Actions>Pay" button within the app
Security Deposit Refund: If you have collected a security deposit, you may use this option to return a deposit
Payers: Used to log receipt of a payment from a third-party subsidy
Bad Debt: Used to write off funds you do not expect to collect any longer
Payroll Deduction: If an employee has their tuition amount withdrawn from their paycheck, this credit reason can be used to log receipt of those funds
Other Credit: Used for adjustments or errors. Typically, this option has no effect on your accounting integrations
Please note: If your center utilizes an accounting integration (Quickbooks, Sage, etc), these credit reasons should be mapped within the billing settings to ensure data flows properly. If you have questions about your mappings, please reach out to your administrative team or to the LineLeader Support team at support@lineleader.com
4. You may also record payment from a parent’s profile. Follow steps 1-3 above from the parent’s profile to complete these steps.
You can then select the “pay” or the “credit option from the “Actions” menu. Tapping the “Pay” button will allow you to charge the credit card or bank account on the parent's profile.
5. To record a pre-payment by a parent, scroll down to the “Credit memo” section on a parent’s billing tab. Tap “Add credit memo”.
6. From this screen, you can enter the payment information you are receiving. Select the payment type, amount, and add any notes you would like to keep. Then tap “Save”.
This credit memo will:
Be applied to any open invoices that the parent is responsible for paying.
Any remaining balance from a credit memo will remain in the “Credit memo” section until additional invoices are issued.
7. To record multiple payments from a single screen, tap on “Billing” from the left-hand menu bar.
8. Next, tap on “Reports”
9. Let’s select the “Invoice Detail” report.
10. Adjust your filters by selecting a date range, payment status, and/or payer. You can also filter by name to view one family’s invoices. After setting your filters, tap “Update”.
From the right-hand side of each invoice, tap the “Action” drop-down menu.
11. Next, tap “Issue Credit”.
12. From this pop-up, you can enter the payment amount, credit reason, and any notes you would like to record. Tap “Save”.
Tips:
Applying a payment from a parent’s profile helps to ensure the payment is reflected by the correct family member. This can be especially important in complicated family situations where each parent is responsible for a portion of their child’s tuition
Credit Memo: If a parent has one open invoice and would like to prepay for the following period, enter the payment in the credit memo section. Since the credit memo section will apply the credit memo to open invoices, you will only have to enter the payment once
For example, Sally’s mom has one open invoice for $100 and she hands you a check for $200. Instead of using the “Credit” button next to the invoice, apply the full $200 to the credit memo section. Once you save the credit memo, the outstanding $100 will be applied to the open invoice and a $100 credit will remain in the credit memo section
Reimbursable payments: If you accept funding from a reimbursement program, such as CCDF, you can apply subsidy payments quickly from the Payer Status widget. Simply adjust the dates for the reimbursement period and filter by "CCDF", or other subsidies, under Payer. This will allow you to stay on one screen to apply multiple payments