Billing: Add Charge

Overview

Learn how to add charges, spread charges across several months, and remove individual contract charges (Reverse a Charge).

In this article

• How to Add a Charge to the Ledger
  • How to Split Charges between Students or Categories
  • Spreading Transactions Across Months
• Reverse a Charge

How to Add a Charge to the Ledger

To add a charge to the ledger, start by navigating to the parent/payer's billing ledger and selecting the Add Charge button.

This will open the Charge Details pop-up.

Complete the following items within the window:

• Description
  • Describe what the charge is for. This will also show on the parent end when they view their ledger.
• Distribution
  • Select the Manual Splits option. This allows you to either add a single charge or split the charge.
  • Note: When you are adding a charge, you can disregard the Zero out Contact option. That's used for zeroing out the balance of an account.
• Category
  • Set the billing category to which the charge should be applied.
  • If you select an account-level category here (like for a Late fee or NSF fee), you'll be asked to select the term (rather than the contact). If you do not select a term, the term listed on your Billing Setup page (Settings > Financial > Billing Setup) will be listed here by default.

• Select Contact
  • Select the student and the term that the charge belongs to.
• Amount
  • Enter the amount of the charge.
• Add Split
  • Only select this if you are splitting the charge between students or categories. Read about adding split charges below.
• Posting Options
  • Select how to post the charge.
    • At Once: This posts the full charge amount at once on the date selected. 
    • Evenly Across Months: This spreads the amount evenly across multiple months. Set the start month, start year, and the number of months to spread the charge across.
• Preview
  • Select Preview to proceed once you have added all of the above information. This will allow you to double-check the charge before posting it to the ledger.
    
• Select Previous to go back and make changes to the charge.
• Select Confirm to approve the charge and add it to the ledger.

Additional Notes

• Posting Options: Evenly Across Months
  
  • Ledger items will be posted according to the account’s billing day.
  • Read more on this option below in the Spread a Transaction Across Months section.
• Future Charges:
  • If you add a charge for a future date, it won’t show up on the current statement until that date is relevant.
• Delete:
  • To differentiate between incidentals, only manually added charges have a delete button/option. Charges added through the contract cannot be deleted.  If you need to remove a contract charge, you can utilize the Reverse Charge option. Read more on this below.
  • If you need to restore a deleted charge, please review our Billing: How To Restore a Deleted Ledger Item article.

How to Split Charges between Students or Categories

You can use the Add Split button to split the charge between more than one student or category.

• Add Split
  • Select the Add Split Button
• Category
  • Choose which category this portion should go under.
• Contact
  • Select the student/term that this portion should go towards.
• Amount
  • Enter the amount of the charge.

Please Note

• You can repeat this process adding as many splits as needed.
• If you need to split a charge among two or more payers, you must manually divide the amount and then assign the divided amount to each payer's ledger on an individual basis.

Spread a Transaction Across Months (Evenly Across Months)

In the Posting Options section of adding a charge, you can select Evenly Across Months. This option spreads the charge evenly across multiple months. Ledger items will be posted according to the account’s billing day.

If you choose this option, you need to select a start year, start month, and the number of months that you need the transaction to spread across.

Please Note

These transactions will post according to the account's billing date.

For example, if the parent/payer has their Billing Day set to pay charges on the 1st of each month, the charges will all post as being owed on the 1st of each month.

Once you set the year, start month, and the number of months to spread the charge among, select Preview to see how the transaction will be divided.

Select Previous to go back and make changes to the spread.

Select Confirm to approve the charges and add them to the ledger.

Reverse a Charge

The Reverse Charge button allows you to reverse individual contract charges.

• This is useful anytime you need to reverse a contract charge and you don’t want to remove the contract (which deletes all the charges).
• Reverse Charge is only available for charges added through the contract. You won't see the Reverse Charge icon on manually added charges.

If you need to use this option, you can do so along the far right of the charge line item within the ledger.

Click on the reverse charge arrow and the credit details window will open with the credit details auto-populated.

You can make any changes as needed.

Select Preview to review the reversal.

Select Previous to go back and make changes.
Select Confirm to approve the reversal and add it to the ledger.

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Additional Resources

• Office Hours & Past Session Recordings
• Billing: How to Make Changes to Past Charges/Payment Plans with Contract Regeneration
• Billing: How To Restore a Deleted Ledger Item