Adjustments

Adjustments allow you to modify a student’s account balance. They are typically used to apply credits, issue refunds, or correct financial records.

Each adjustment records key details such as the type, amount, date, and how it is applied, ensuring a clear and traceable account history.

To create an adjustment, click New Adjustment. The New Account Adjustment window will appear where you can enter the details.

Under Adjustment Type, select the type of adjustment you want to create:

A Student Credit adds a credit to the student's account without changing the revenue, discount, or tax associated with the original charge.

Student Credits can be used for situations such as goodwill adjustments, overpayments, or holding a credit balance before issuing a refund.

When creating a Student Credit, enter the following information:

Click Add to create the Student Credit.

Once created, the Student Credit will appear in the student's Adjustments section. From here, the credit can be applied or refunded as needed.

A Credit Memo creates a credit tied to a specific charge or invoice while also reversing the applicable revenue, discounts, and/or tax from the original transaction.

Credit Memos can only be issued against an invoice or charge in a closed accounting period.

Select Credit Memo under Adjustment Type and complete the following fields:

The fields displayed will change depending on the selected Association.

When Charge is selected, choose the charge and the Revenue Account to be credited.

When Invoice is selected, choose the invoice and enter the applicable Revenue Account, Sales Discount Account, and Taxes. The available fields are based on the accounts associated with the original invoice.

The Credit Memo Total is calculated automatically based on the amounts entered. A Credit Memo cannot exceed the amount available to be credited on the associated charge or invoice.

Click Add to create the Credit Memo.

Once created, the Credit Memo appears in the Adjustments list with a link to the associated charge or invoice. Expand the Credit Memo to view the accounts and amounts that were credited. The Credit Memo will also be visible when viewing the associated invoice or charge.

You can view adjustment details in two ways:

Click the expand icon (+) next to an adjustment to open a detailed breakdown directly within the page.

This view shows:

Click the view icon next to an adjustment to open the full View Account Adjustment window.

This view includes:

Adjustments can be applied either during creation or afterward.

When creating an adjustment, you can select items in the Apply To field to apply the credit immediately.

To apply an adjustment after it has been created, click the expand icon (+) to expand the adjustment. In the Available section, you will see a list of outstanding invoices or charges with remaining balances. Click the checkmark icon next to the item you want to apply the adjustment to

The checkmark indicates that the adjustment can be applied to that item.

After selecting the checkmark, the Apply Adjustment window will appear, where you can:

Click Apply Adjustment to complete the process.

Refunds from adjustments are typically used when an original payment cannot be refunded directly. A credit is first applied to the account, creating a balance, which is then refunded to the student.

To refund an adjustment, click the refund icon next to the adjustment

Enter the required details in the Process Refund window:

Then, click Refund. The refunded amount will appear in the Refunds column and reduce the remaining balance.

Refunds can be cancelled if needed.

To cancel a refund, locate the refund in the Refunds section of the adjustment and click the cancel icon next to the refund.

In the modal that appears, enter a cancellation reason, and click Cancel.

To cancel an adjustment, click the cancel icon next to the adjustment.

A confirmation window will appear where you must enter a cancellation reason.

Once cancelled, the adjustment can no longer be edited.