Rearrange Installments lets admins customize the payment plan schedule and percentages on a per-student basis at any point in the billing process, without regenerating the contract. Use it for changes to future scheduled charges only; for adjusting past charges, use contract regeneration instead. Adjustments apply to all payers with financial responsibility for that student.
💡Quick Answers
- When should I use Rearrange Installments instead of contract regeneration? For changes to upcoming and future scheduled charges only. Past charges and manually added charges cannot be modified by this feature, and adjusting past charges requires contract regeneration.
- Where is the Rearrange Installments button? On the parent or payer record, go to Billing > Ledger tab. The Rearrange Installments button is in the upper right.
- Does the adjustment affect all payers for the student? Yes. The change applies to every payer with a percentage of financial responsibility for that student. If you only want to change one payer's ledger, you'll need to make the adjustment manually instead.
- How do I rearrange the schedule? Select the Billing Contact from the dropdown, set Number of Payments, then per month set the Start Month, Year, and Percent. Past payments show in read-only grey at the top. The total percent across past and upcoming must equal 100.
- What's the Auto-balance to 100% button for? If your manual percentages don't add up to 100, click it and the system adjusts the last installment to make the total balance out.
- Does Close save my changes? No. Close discards changes. Use Save to apply the new schedule to the ledger on both the admin side and the parent's Billing Management tab.
⚠️ Important Note on Adjustments
- This feature applies the adjustment to all payers who have a percentage of financial responsibility for the student for whom the adjustment is being made.
- For example, if a student has a financial split between 2 payers, both of the payers' ledgers will reflect the adjustment to the payment plan. Therefore, if the adjustment is only meant to apply to one of the payer's ledgers, it must be made manually rather than through the Rearrange Installments feature.
- Only upcoming and future charges can be adjusted. Past charges cannot be adjusted within this feature and will display in a read-only view near the top of the details window.
- Adjustments will NOT be applied to any manual charges. Adjustments will only be made to charges added to the ledger through the contract.
Rearranging installments
Within the Billing > Ledger tab of the parent/payer record on the admin side, you can access the Rearrange Installments button in the upper right.
Once you click on the Rearrange Installments button, a dialogue box will open with the existing payment plan and details as described below.
- Affected payers: If there are additional payers assigned to the student, a message will display at the top with a list of all connected billing accounts that will be impacted by the changes made.
- Billing Contact: Select the billing contact/student that you would like to make payment plan changes for from the drop-down.
- Number of Payments: Click on the drop-down menu to set the number of payments.
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Schedule: If there are any past payments, they will display at the top of the schedule section in a read-only format and cannot be changed, as indicated by the grey shading. All upcoming and future payments can be modified as follows:
- Start Month: Select each month according to the number of payments set above the schedule.
- Year: Select the year for each upcoming payment.
- Percent: Set the percentage for each upcoming payment. These do not need to be the same each month; however, the total percentage between past and upcoming payments must add up to 100.
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Total Percentage: View the total current percentage as you make adjustments to ensure the total adds up to 100 percent.
- Auto-balance to 100%: If the total does not add up to 100% after making adjustments, click the Auto-balance to 100% button. The system will update the last installment so the total adds up to 100%.
- Save: Once all adjustments have been made, click the Save button to set them and apply your changes, which will be reflected in the Ledger on both the admin side and within the parent/payer's ledger within the Parent Portal.
- Close: This button will NOT automatically save the changes and will only close the dialogue box
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