Overview
Learn more about how to manage AdHoc and Application fee payments within the checklist and the parent/payer ledger.
In this article
Vocab
AdHoc Form/Fee
When we mention AdHoc Forms or Fees in our articles we are referring to the custom forms that we build for you. Essentially, AdHoc Forms = Custom Form. When that form has a fee attached to it, it might be referred to as an AdHoc Fee or Custom Form Fee.
Ledger and Checklist Item Behavior
Before we dive in, please note that you can learn about setting up application fees within our Application Fee & Waiver Codes article and you can learn more about managing Custom Form (AdHoc) fees within our Custom Form Fee Management article.
Payment within the Form
Checklist
When a parent/payer pays an Application Form or AdHoc Form fee within the form itself, the checklist item for both the form and the fee will automatically be marked complete by the system within the checklist.
Example of an Application fee payment within the checklist:
Ledger
When the fee is paid within the form itself, the ledger will automatically populate with both the charge and the payment simultaneously, upon payment. This means that the charge does not appear on the ledger until the payment is made.
The parent/payer will see the charge and payment when they navigate to their ledger through the Billing Management tab.
You'll see it when you navigate to their record and view their ledger through the Billing tab.
Payment with Cash/Check or within the Billing Management Tab
Checklist
When a parent/payer brings in a cash/paper check payment or they go directly to the Billing Management Tab to pay for an Application or AdHoc fee, the checklist item will not be marked as complete. This must be done manually.
When marking the checklist item as complete, please consider the following:
- Always enter the Amount paid in the Amount field. You'll never leave this blank or mark it as $0 when managing Application and AdHoc fee payments.
- When checking off the checklist item, you will also:
- select a payment method
- enter a description (optional)
- select a billing account (here you should select the parent/guardian that the charge and payment should appear on)
- and enter the date of the payment (optional)
Ledger
Once the checklist item is marked as complete, the charge and payment will appear on the billing ledger of the parent you selected when completing the item.
As with the first scenario (parent/payer pays the fee on the form), you will be able to see this on the parent/payer's ledger under their billing tab and they will be able to see it when they navigate to the Billing Management tab in the ledger.
Troubleshooting
Unchecked Fee Checklist Item
If the fee checklist item for an Application or Adhoc form fee is accidentally unchecked, both the charge and the payment will disappear from for both the Admin and the parent/payer.
You can fix this by simply re-checking the checklist item.
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