IN BRIEF:
Applying available payments or credits to outstanding charges keeps family ledgers accurate and up to date. This feature allows staff to manage unapplied amounts directly from the family ledger and ensure that payments are matched to the correct charges. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Quickly View Unapplied Payments
  • Applying Unapplied Payments and Credits
    • Using Apply Credit from a Charge
    • Using Apply Credit from a Payment
  • Automatic Line‑Item Application
• Troubleshooting/FAQ
• Related Articles

Overview

Applying unapplied payments or credits keeps each family’s ledger accurate and up to date. When a payment or credit is available—and one or more charges still have an outstanding balance—iClassPro displays the Apply Credit icon both in the quick‑view ledger and in the full ledger.

Selecting this icon lets staff choose exactly how much of an unapplied amount should be applied to one or more charges.

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Accessing the Feature

1. From the Families page, locate the desired family.
2. Select the ledger icon to open the quick-view ledger.
3. If an unapplied payment or credit exists and charges still show balances, the Apply Credit icon will appear beside the account summary.
4. Select this icon to open the Payments tab of the family ledger, with the Show only Unapplied filter preselected.
5. Review the list of payments or credits that contain unapplied amounts.

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Step-by-Step Instructions

Quickly View Unapplied Payments

1. From the FAMILIES page, locate the family and select the ledger icon to open the quick view.
2. If an unapplied payment or credit exists and charges still show balances, an Apply Credit icon appears beside the account summary.
3. Select the icon to open the Payments tab of the family ledger with the Show only Unapplied filter pre‑selected.
4. Review the list of payments or credits that contain unapplied amounts.

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Applying Unapplied Payments and Credits

If a payment or credit entry still has an available balance, the Apply Credit icon is displayed next to:

• Each charge that has an outstanding balance, and
• Each payment or credit that contains unapplied funds.

Select the icon from either location to open a window that assists you in matching amounts.

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Using Apply Credit from a Charge

1. Select the Apply Credit icon next to the charge you wish to pay.
2. In the Apply Payment To Charge window, choose one or more payments/credits to apply:
   • Enable the checkbox beside each available item.
   • Adjust the Amount field if you need to apply less than the full unapplied amount.
3. Select Apply to post the chosen amounts against the charge.

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Using Apply Credit from a Payment

1. Select the Apply Credit icon next to the payment or credit with an unapplied balance.
2. In the Apply Payment To Charges window, select the charges you wish to pay:
   1. Enable the checkbox beside each charge.
   2. Adjust the Amount column if you need to apply only part of the unapplied balance.
3. Select Apply to post the payment against the selected charges.

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Automatic Line‑Item Application

When you apply a payment or credit to a charge that contains multiple line items, the System automatically selects the first line item and applies as much of the payment as possible. If the payment is sufficient to pay off that line item, any remaining balance is applied to the next line item, and so on, until the payment is depleted. Any residual amount left over after all lines are paid is returned to the ledger as unapplied.

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Troubleshooting/FAQ

• Why don’t I see the Apply Credit icon?
  • The icon only appears when both an unapplied payment/credit and an outstanding charge exist for the same family.
• Can I partially apply a credit?
  • Yes. Adjust the Amount field in the dialog before selecting Apply.

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Related Articles

• How Do I Create a New Payment in the Office Portal?
• How Do I Manually Create a New Charge on the Family Ledger?
• How Do I Delete a Charge from the Family Ledger?
• What is the Families With Unapplied Credit Balances Report (FIN-12)?

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