IN BRIEF
Deleting a charge from a family ledger permanently removes that charge and restores any payments that were applied to it as unapplied credit. Deleted charges also appear differently on certain reports depending on the date range used.
Overview
This article explains how to delete a charge from a family ledger if a family has been billed incorrectly or if a charge needs to be removed for another reason. It also covers how deleted charges affect unapplied payments and how these deleted charges appear on financial reports.
Accessing the Feature
To access the family ledger where charges can be reviewed and deleted:
- Navigate to the FAMILIES page.
- Locate the family whose ledger you wish to review.
- Select the currency symbol/ledger button to view ledger options.
- Select Full Ledger to access the complete list of charges and payments.
Step-by-Step Instructions
Deleting a charge
If a family has been billed in error or a charge needs to be removed from their account, use the following steps to delete the charge:
- Navigate to the FAMILIES page and locate the family you for whom you wish to remove a charge.
- Click on the currency symbol/ledger button.
- Click the Full Ledger button.
- Locate the charge on the ledger
- Click the pencil/edit icon next to the charge to launch the edit window.
- Click the red Delete button at the bottom of the window to remove the charge.
Only staff members who have been granted the appropriate permission to delete a charge will be given the option to do so.
Troubleshooting & FAQs
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What happens if I delete a charge?
- Any payments which may have been applied to the charge will be reflected as unapplied credit on the family ledger. This credit can then be applied to other charges.
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How are deleted charges shown on financial reports?
- When charges are deleted, they no longer appear in the customer's ledger, the Customer Portal or on financial statements provided to customers.
- To remain consistent with other financial reports (which will display any payments that had been applied to the deleted charge as applied to the program and charge category of that charge at the time it was on the ledger), the charges will show up in the Category List Report for the time period between the charge date and the date of the deletion.
- If a Category List Report is run for dates which extend past the date that the charge was deleted, the charge will not appear on the report. This is so the data reflected will match any payment based reports, which would also show the status of the payment as unapplied at the time that the charge is deleted.