---
title: Adjustments
slug: fu7p-adjustments
createdAt: 2025-02-08T18:08:29.451Z
---

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/A2Wd3XQ2dELvvR9LV1kc4_image.png)

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

## Creating an Adjustment

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/8_486qQPPVJaQSjOk3A_P_image.png)

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

- **Student Credit:** Adds a credit to the student's account without affecting revenue, discounts, or tax. Student Credits can be applied to an invoice or charge or left unapplied as a credit on the student's account. 
- **Credit Memo:** Adds a credit to the student's account while also reversing the applicable revenue, discounts, and tax from the original charge or invoice.

## Student Credit

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:

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/lpUkqjlz8csyFHdnZ3HfI_image.png)

- **Date:** The date of the adjustment. 
- **Description:** A description of the credit. 
- **Amount:** The amount being credited. 
- **Association:** Optionally associate the credit with an invoice or charge. 
- **Note:** Add any additional information about the adjustment.

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.

:::hint{type="warning"}
Note: Creating a Student Credit does not reverse any revenue, discounts, or tax associated with the original charge.
:::

## Credit Memo

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**.

:::hint{type="info"}
**When should I use a Credit Memo?**
Use a Credit Memo when you need to credit or refund all or part of a charge from a closed accounting period and also reverse the associated revenue. Unlike a Student Credit, a Credit Memo adjusts the original accounting amounts so the credit is properly reflected in your financial records.
:::

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/u4FdWmESS2U0dUVKB0dEX_image.png)

- **Date:** Enter the date of the Credit Memo. 
- **Description:** Enter a description of the credit. 
- **Association:** Select **Charge** or **Invoice**, then select the specific charge or invoice you want to credit. 
- **Note:** Enter any additional information about the Credit Memo. 

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.

## Viewing an Adjustment

You can view adjustment details in two ways:

### Expand the Adjustment

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/UgYYkIb2yZ-INhFPCF43M_image.png)

This view shows:

- What the adjustment has been applied to 
- Available items 
- Any refunds associated with the adjustment 

### Open Full Details

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/kLxfa6hjo_4x7UkNmavQm_image.png)

This view includes:

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/iWktYiNUQf6rxirEQ8ZFG_image.png)

- Adjustment details (date, amount, description, etc.) 
- Applied amounts 
- Refund history 

## Applying an Adjustment

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/M-O5OQGVd4bZdP5ABQt_6_image.png)

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:

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/Iw4opOtYt9m48h6D0t_iI_image.png)

- **Date Applied:** Select the date 
- **Amount Applied:** Enter the amount to apply 

Click **Apply Adjustment** to complete the process.

## Refunding an Adjustment

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 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/KRcEc69norY96ZCUmGl8q_image.png)

Enter the required details in the **Process Refund** window: 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/SbNbj1SfnCuSkyCWr_pVf_image.png)

:::Paragraph{listStyleType="disc" indent="2"}
Date 
:::

:::Paragraph{listStyleType="disc" indent="2"}
Description 
:::

:::Paragraph{listStyleType="disc" indent="2"}
Amount 
:::

:::Paragraph{listStyleType="disc" indent="2"}
Refund Method 
:::

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

### Cancelling a Refund

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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/zv1Kqe66YVuSUmYqikOua_image.png)

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/Ns77Q4FDOmXHWD9S_5eny_image.png)

:::hint{type="warning"}
Once cancelled, the refund cannot be un-cancelled, and the refunded amount is restored to the adjustment balance.
:::

## Cancelling an Adjustment

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/CJqCdDJsyH5jZWZon8txH_image.png)

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

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/Q51wV655tl1vIZWsZQ4xA_image.png)

- Any applied amounts will be reversed 
- The remaining balance will be set to **$0.00** 
- The adjustment will remain in the system for record-keeping 

Once cancelled, the adjustment can no longer be edited.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/5OgH-G1eF-J_VYOLl1BRN_image.png)