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Adding a Credit

A credit is money the school owes a payer, for example for a missed class. A credit is automatically deducted from the payer's next invoices until it is fully used. A credit can also be created automatically when "Credit on the payer's account" is selected during a refund.

⚠️ Once a credit is added, its amount cannot be changed.

Steps

  1. Open "Billing" → "Credits" and click "Add Credit".
  2. In the "Payer" field, select who receives the credit. It will be deducted from their next invoices.
  3. In the "Description" field, enter the text the payer will see on the invoice, for example "Missed class on 14 October".
  4. In the "Amount" field, enter how much to give back.
  5. In the "Reason" field, explain why the credit is given. Only staff see the reason; the payer does not.
  6. If needed, set "Expires On" — the last day the credit can be used. Leave the field blank if the credit never expires.
  7. Click "Add Credit".
  8. Check the result: the credit appears in the list with the "Available" status. The "Remaining" column shows how much is still unused, "Payer Balance" shows the payer's total unused credit, and "Expires On" shows the date the credit is valid until.

Viewing, Cancelling and Removing a Credit

A credit can have the following statuses: "Available", "Spent", "Expired", "Cancelled". Use the "Source" filter to find credits added manually ("Added by Hand") or created during a refund ("Refund").

⚠️ A credit that an invoice has already taken money from cannot be removed — it can only be cancelled.

Steps

  1. In the credits list, click the actions button in the credit's row.
  2. To see which invoices were paid from the credit, select "Details". The "History" table shows the "Invoice", "Line", "Amount" and "Remaining After" for each deduction. On the invoice itself, the credit appears as an adjustment line with the credit's description.
  3. To stop a credit, select "Cancel" and confirm with "Cancel Credit". The remaining balance will no longer reduce invoices, and invoices already paid from it stay unchanged. To leave it as is, click "Keep Credit".
  4. To remove a credit added by mistake, select "Remove" and confirm with "Remove Credit". The credit is permanently removed from the list.