Some billing changes, including adjusting a financial split after the contract is signed, fixing a payment plan with multiple payers, or reworking a full payment schedule that includes past charges, require regenerating the contract. This article covers when to regenerate with a new parent signature vs. submit the regenerated contract internally, and the must-have setup step that prevents the ledger from breaking.
💡Quick Answers
- When do I need to regenerate the contract instead of using Rearrange Installments? Use Rearrange Installments for future-only charge changes. Regenerate the contract when you need to change a past charge or fix a payment plan after the first billing cycle has passed.
- What are the two regeneration options? (1) Regenerate with parent signature, use when you need a signed contract that matches the new payment plan. Requires the parent to re-sign. (2) Regenerate and submit internally, keep a copy of the original contract for records but adjust the ledger without involving the parent. The contract will no longer be visible in the Parent Portal.
- What's the critical setup step before regenerating? Set up and activate a non-cascading payment plan under Settings > Financial > Payment Plans. Without it, adjusting past charges will not update the ledger correctly. See Payment Plans & Schedules.
- What are the steps to regenerate internally? On the student record: (1) download the existing contract from Form & Document Submission History; (2) Manage Contract > Regenerate Contract and type Regenerate to confirm; (3) on the contract checklist item, click Submit in the Contract Submission Details window, set the Receipt date, pick the non-cascading plan, and submit; (4) click Upload on the contract checklist item and upload the saved PDF.
- What does the parent see after an internal regeneration? Nothing, the contract is no longer visible in the Parent Portal. The downloaded PDF you saved won't match the updated payment plan; it's just for your records.
In this Article
- Use Cases/ Examples
- Important Points to Consider
- Process: Regenerate the contract with the parent's signature
- Process: Regenerate and submit the contract internally.
- Visual Workflow of Manually Submitted Contracts
Use Cases/ Examples
- Parent signs and submits their contract but later needs to adjust the financial split.
- A payment plan change is needed on a ledger with multiple payers.
- Change is necessary on the full payment plan schedule (including past charges).
If you only need to make changes to future charges on a ledger, you may opt to use the 'Rearrange Installments' feature. You can read more about it here.
Important Points to Consider
When you need to adjust past charges, there are two options explained below:
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Regenerate the contract with the parent's signature. Choose this option If you need a signed contract that matches the payment plan on the ledger. This option will require the parent(s) to re-sign and submit the form.
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Regenerate and submit the contract internally. Choose this option if you don't need a signed contract that matches the payment plan on the ledger. With internal contract regeneration/submission, you'll still retain a copy of the contract internally, however, the payment plan portion will not match the ledger and the contract will no longer be visible in the Parent Portal.
- The benefit of internal contract regeneration/submission is that it doesn't require the parent's signature. In other words, the entire process can be managed internally.
VERY IMPORTANT: If you are regenerating a contract after the first billing cycle has passed (therefore needing to adjust past charges), you should have a non-cascading payment plan set up prior to regenerating the contract. Having this type of plan set up will adjust the ledger appropriately.
For example: If it's currently September and you need to adjust the schedule of a plan that started in July, this would require the setup and use of a non-cascading payment plan.
Read more about how to set up a non-cascading payment plan here (scroll to the bottom of the article).
Process: Regenerate the contract with the parent's signature
- First make sure that you have a non-cascading payment plan set up and activated under Settings --> Financial --> Payment Plans. Click here to learn more.
- Next, regenerate the contract from the edit menu of the student's record. Click here to learn how and view the section titled, 'How-To: Regenerate Contracts.'
Process: Regenerate and submit the contract internally.
Important: First make sure you have a non-cascading payment plan set up and activated under Settings --> Financial --> Payment Plans. Click here to learn more.
On the student's record:
1. Download the contract.
- Under the 'Form & Document Submission History' section on the lower right side of the record within 'Submitted Forms.' Important: This step is required to maintain a copy of the existing contract so you can reference it in the future.
- This will open a new browser window with the pdf of the contract. In this window, your browser will give you an option to download the file. Please note, based on your browser, the download button in the pdf might look different.
- Pro Tip: Rename the file to make it easier to find.
2. Regenerate the student's contract
- Click on 'Manage Contract' -- 'Regenerate Contract' from the menu on the top right side of the student record.
- Follow the prompts in the regeneration window and type the word 'Regenerate' on the final page. Then click 'Submit.' To learn more on contract regeneration, click here. Refresh your page to see the contract status updated to 'Generated'
3. Manually check off the contract checklist item.
This will display the 'Contract Submission Details' window.
- Set the '
- If you need to include any 'Optional Fees,' be sure to select the checkbox next to the fee.
- Select the non-cascading plan in the Payment Plans section.
- Click 'Submit.'
4. On the student's checklist, select 'Upload' on the contract checklist item.
- This will open your computer's file manager. Here, select the downloaded contract and it will upload into the checklist item. The checklist item will appear the same, except that the 'Upload' link will change to a link that says 'Manage Files.'
- Your contract will now be listed in the 'Uploaded Documents' section of 'Form & Document Submission History.'
- The updated payment plan schedule will now be displayed within the parent's/guardian's ledgers as per your selection!
Important Things to Remember:
- The contract will only be visible internally. Parents will no longer see the pdf of the contract within the Parent Portal.
- The downloaded contract will not match the updated payment plan.
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If you are utilizing the Ledger Lock feature and a contract is submitted within the locked period, expect the following:
- Only payment plans that don't have dates within the locked range will appear as options.
- If selecting a pay-at-once option, the charge will post as due on the 1st billing date after the ledger lock period. You can read more about Ledger Lock in our Settings: Billing Setup Page article.
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