IN BRIEF
Issuing account credit in iClassPro allows administrators to apply funds to a family or student’s ledger that can later be used toward outstanding or future charges. Different credit types determine how the credit is categorized and tracked.
Overview
Account credit represents funds held on a customer’s account for future use or as an offset for existing charges. Credits can be issued manually to families or students and can also be categorized by type (e.g., Coupon, House, Other, or GiftCard) for tracking and reporting purposes.
Important Note: If you are using a multi-location iClassPro account, make sure that the correct location is selected at the top of the page before issuing the credit. The credit balance will be associated with the selected location.
Accessing the Feature
- From the main navigation menu, go to FAMILIES or STUDENTS.
- Locate the family or student who will receive the credit.
- To issue credits to multiple families, students, or enrollments at once, refer to How Can I Issue Mass Credits?.
Step-by-Step Instructions
- Select the Ledger icon/Currency symbol next to the family or student’s name to open ledger options.
- Select New Payment.
- Edit the Payment Title and Date if necessary.
- Under Payment Type, select one of the available credit types. (See below for more information on Credit Types.)
- Enter the Amount of credit to be issued.
- Optionally, include a check number or additional details in the Reference field.
- Reference notes display on the Bank Deposit Report.
- To immediately apply the credit to outstanding charges, select the appropriate items in the Apply to Outstanding Charges section.
- If nothing is selected, the credit remains on the account as non-applied credit for future use.
- Select Process Payment to record the credit on the customer’s ledger.
Credit Type Options
- Coupon – Used when a customer redeems a coupon for a discount. The discounted amount is entered in the Coupon field. This allows the charge, payment, and coupon discount to be recorded together. The coupon value is added to the total payment.
- House – Typically used for comps or preferred customers. Indicates that the organization provided general-purpose credit on the account.
- Other – Used for credits that do not match the other categories. For example, this may include credits carried over from another software system.
- GiftCard – Reserved for issuing credit from the purchase of a Gift Certificate. Important: Improper use of this type may negatively impact your Balance Sheet if your account integrates with QuickBooks Online.
NOTE: After issuing credit, you can print or email a receipt as proof that the credit was recorded.
Troubleshooting & FAQs
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Why does my credit not appear in the family balance?
- Verify that the correct location is selected at the top of the page and that the payment was processed under the intended family or student.
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Can I apply credit to specific charges later?
- Yes. Unapplied credit remains available in the family ledger and can be manually applied to charges at any time.
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What if the wrong credit type was used?
- You can delete the credit entry and reissue it using the correct credit type. Note that financial reports will include both original credit, the deleted credit, and the new (corrected) credit.