Sometimes you need to post a credit to an account manually. Posting a credit can be done from several areas in Enrollsy:
Post Credits button inside an Invoice (recommended)
Post Transaction button ("+" button beside "Invoices" on left menu)
❗Important Notes About Credits
DO NOT post any regular credits (that are NOT specifically Gift Cards or Prepayments) in the "Gift Cards & Prepayments" section of a customer's billing
When credits are added to an account independent of a specific invoice, they function as general credits. These credits are applied incrementally, ensuring that portions are used across invoices until depleted. For example, if an account has a $150 credit and receives a $100 invoice, the credit will apply $100 to that invoice, leaving $50 available for future invoices.
Account Credits cannot be specified to go toward specific enrollees or enrollments. Avoid using account-level transactions for enrollee-specific needs whenever possible.
The following are the steps on how to post a Credit (Misc. Credit or any other credit you set up creating a Discount Item) for one or more Accounts. If you need to add a Gift Card or Prepayments, click here to view steps.
Post Credit within Invoice
The place you SHOULD post a credit is directly to an Invoice. If you don't have a current Invoice (i.e., there's a Future Invoice that hasn't been posted to the Account yet), then you can post a credit on the account. When a future Invoice is posted, the credit will be synced automatically to it. Go to the customer's billing page and follow the steps below.
Best Practice: Always verify credit allocations align with the intended enrollee by posting directly to the associated enrollee's invoice whenever possible, rather than using account-level transactions.
Step 1 - Find Invoice
Click "Manage" beside "Current Invoices," or "Paid Invoices." NOTE: If you add a credit to an already-paid invoice, the payment on the invoice will be moved to the next invoice due.
Step 2 - Edit Invoice
Select "Edit" beside the Invoice you need to add the credit to. Within this invoice, click the plus button.
Step 3 - Post Credit
Select "Post Credit" from the top options.
Step 4 - Amount & Discount Item
Scroll down to add the amount of the credit and the Discount Item that corresponds to the credit being given.
Step 5 - Link Enrollment to Credit
If you want to link the credit to an enrollment, here's how:
Add the credit using the new "Post Credits" flow above
After it's created, click on "Edit"
On the "Edit Transaction" screen, choose the Enrollee Program from the dropdown menu.
Post Transaction Button
There are two places you can post a Transaction (Invoice, Credit, Payment, or Refund).
Plus Button beside invoices (left menu) - The first is the Plus button beside "Invoices" on the left sidebar menu.
Post Transaction Button (on an Account Billing page) - The second place is the "Post Transaction" button within a Customer's Account on their Billing page.
Once you click "Post Transaction," follow these steps:
Step 1 - Post Credits Option
Click "Post Credits."
Step 2 - Search for Account(s)
Search for the Account(s) in the search bar. Or if you are already on a person's Account, their name will auto populate (if you click "Post Transaction" on the Billing page).
NOTE: You can add multiple Accounts by clicking the "Add Another Account" button.
Click Next to continue.
Step 3 - Post Credits
Enter the credit amount to apply.
Step 4 - Add Comments
Add an internal private comment and/or a public memo comment, viewable on the transaction history of the Account that is paying.
Step 5 - Set Up Transaction
Enter the credit amount. Then choose the type of credit (or Discount) it will be. You can set up your own "Discounts" or credits. This article shows you how to do that.
Click Post and you're done!
Step 6 - Link Enrollment to Credit
If you want to link the credit to an enrollment, here's how:
Add the credit using the new "Post Credits" flow above
After it's created, click on "Edit"
On the "Edit Transaction" screen, choose the Enrollee Program from the dropdown menu.
Delete a Credit
To remove a credit, click on the Invoice where the credit is, then follow these steps:
Step 1 - Click the three dots beside the credit (in blue), then click "Edit."
Step 2 - Click "Delete Transaction" at the bottom (click again to delete the transaction completely).
See this article for more on adding or editing credits on an account. NOTE: Editing on transactions older than 18 months will be restricted.
Best Practices to Avoid Common Errors
Best Practices to Avoid Common Errors
Double-Check Before Posting: Verify every credit or discount allocation to ensure it aligns with the intended enrollee or invoice.
Use Clear Descriptions: Add detailed notes and labels when creating transactions to avoid confusion during reviews.
Perform Regular Audits: Review invoice summaries periodically to catch and rectify misallocations early.
Adjusting Misplaced Charges on Paid Invoices
To correct charges mistakenly allocated to the wrong enrollee's account:
Locate the Paid Invoice:
Under Paid Invoices, find the invoice containing the misplaced charge.
Edit the Charge:
Click the dots next to the incorrect charge (highlighted in red).
Select Edit and modify the allocation under the "Student Program" field.
Change the enrollment to the correct enrollee or set it to "None," as appropriate.
Save and Revalidate:
Save your changes, then re-run the invoice summary to ensure the adjustment is accurately reflected.
Manage Credits (Gift Cards or Prepayments)
IMPORTANT❗
DO NOT post any regular credits (that are NOT specifically Gift Cards or Prepayments) in the "Gift Cards & Prepayments" section of a customer's billing page. All credits should be posted to an invoice or on the account.
Only Gift Cards and Prepayments show under "Gift Cards & Prepayments" on the customer billing page. If you are not using these specific features, no other credits should be added in this area.
If it's a credit you or another Admin user has added, it should be on the Invoice you added it to. If it's not on an Invoice, it will show up on the Transaction History. All credits are in blue.
If you have Gift Cards or Prepayments, those Credits will be reflected under "Gift Cards & Prepayments" on the Billing page. All other credits will show up on the Invoice they are added to.
Select "Gift Cards or Prepayments" on that Customer's Account to open up the history window. Click "+ New Record" then "Post account credit."
Admins will be able to edit or delete Gifts Cards or Prepayments here. Select the pencil icon to edit a credit. Click the trashcan icon to delete a credit.
