If you need to post a transaction to several Enrollees at once, you can do this by Class or by any other grouping you create using the filters and sorting on the Enrollees page. Use the steps below to create an invoice, add a credit, or both, for one or more accounts at the same time.
When You Might Use This
When You Might Use This
You need to give Enrollees in a Class credit for canceled classes or a holiday.
You need to charge all or some Enrollees in a certain Program or Class for a field trip.
You need to post cash payments for a whole class.
Select the Accounts You Want to Charge or Credit
Before you create an invoice or post a credit, you first need to select which accounts the transaction applies to. This section walks through selecting those accounts and opening the bulk transaction tool. Once you've done that, you'll choose whether to create invoices or post credits for the group.
Step 1: Select the accounts
Go to the Classes page or the Enrollees page from the left menu and find the Class or View with the Enrollees you need. Select the rows for the accounts that need a transaction posted.
Step 2: Start the bulk transaction
With your accounts selected, click the dollar sign icon to open the bulk transaction window. From here, you'll choose whether to create invoices or post credits for the selected accounts.
Create an Invoice
Step 1 – Choose Create Invoices
In the window that opens after Step 2 above, click Create Invoices.
Step 2 – Confirm Accounts, Due Date, and Invoice Numbers
Review the list of accounts you selected. You can remove an account using the X or add another one. Click Next.
Schedule the invoice due date.
Use the auto-generated invoice numbers or enter your own. Click Next.
Step 3 – Add Optional Memos Or Include A Credit
Add a public or private comment, and check the Post credit box if you also want to include a credit or discount on this invoice. You'll set up that amount in Step 5.
Step 4 – Set The Charge Amount
Choose the charge item(s) and enter the charge amount(s). Click the dropdown to choose a charge item from your Items page list (shown in alphabetical order). NOTE: You can add multiples of the same charge item with the same or different amounts.
Step 5 – Add An Optional Credit Or Discount
If you checked Post credit in Step 3, enter the credit amount and choose a Credit/Discount Item.
Step 6 – Choose Notification Options And Post
Before posting, choose whether to email and/or text the invoice to the Primary Account Holder using the Email invoice to account holder and SMS invoice to account holder checkboxes. Then click Post.
Click here to see what information is included in these notifications and examples of each.
Post a Credit Only
Step 1 – Choose Post Credits
In the window that opens after Step 2 above, click Post Credits.
Step 2 – Confirm The Account List
Review the list of accounts you selected. You can remove an account using the X or add another one. Click Next.
Step 3 – Enter Credit Amounts
Enter the credit amount beside each account, or click Set all to in order to apply one amount to every account. Click Next.
Step 4 – Add Comments And Select A Discount Item
Add a comment and set up the credit by choosing a Credit/Discount Item. Click Post.
