IN BRIEF
iClassPro allows you to record payments using a different date than the current day by either backdating or post-dating the payment. This is useful when entering payments received earlier (such as during outages) or handling future-dated checks. Understanding how these dates affect reports and the family ledger ensures accurate financial tracking.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Backdating a Payment
    • Important Notes About Backdating
  • Post-Dating a Payment
    • Important Notes About Post-Dating
• Applying Payments on the Family Ledger
  • Important behavior
  • Example scenario
• Troubleshooting & FAQs
• Related Articles

Overview

Occasionally, you may need to record a payment in iClassPro using a date that is different from the current date. This typically occurs in situations such as:

• Entering payments after a system outage (e.g., internet or power loss)
• Recording external credit card payments or checks processed outside the System
• Accepting checks with a future date written by the customer

iClassPro supports both:

• Backdating payments – recording a payment as having occurred in the past
• Post-dating payments – recording a payment for a future date

Each option affects how payments appear in financial reports and how they behave on the family ledger.

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Accessing the Feature

1. From the main navigation menu, go to Families.
2. Select a family.
3. Open the Family Ledger.
4. Select New Payment to open the payment dialog.

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Step-by-Step Instructions

Backdating a Payment

Use backdating when you need to record a payment that was received on a prior date.

1. Open the New Payment dialog from the Family Ledger.
2. Enter the payment details (amount, method, etc.).
3. Adjust the Payment Date to the actual date the payment was received.
4. Select Save.

What happens next:

• Financial reports will reflect the payment on the entered date.
• This is the only way to modify how past payments appear in historical reports.

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Important Notes About Backdating

• Use "External Credit Card Device" as the Payment Type when entering payments processed outside of iClassPro to avoid duplicate charges.
• Using other credit card types (such as Auto-Pay, Credit Card Manual, Credit Card - Swipe/Insert/Tap, or eCheck) will process a new transaction through your gateway on the current date.
• Staff must have the "Allow Editing of Payment Dates" permission set to full to change payment dates.
• Without this permission, payments can only be recorded using the current date.

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Post-Dating a Payment

Post-dating is typically used when accepting a check with a future date.

1. Open the New Payment dialog from the Family Ledger.
2. Enter the payment details.
3. Set the Payment Date to a future date.
4. Select Save.

What happens next:

• The payment will not appear in reports until the selected future date.
• The payment is not considered to “exist” in iClassPro until that date.
• The payment cannot be applied or unapplied until that date arrives.

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Important Notes About Post-Dating

• Post-dating is generally not recommended, as it can make financial tracking more difficult.
• Payments will be excluded from reports until the future date is reached.

For physical checks

• Banks may or may not accept early deposits depending on state laws.
• Funds may not be withdrawn before the date written on the check.
• If holding the check:
  • Confirm approval with your manager or owner
  • Store the check securely to prevent loss or oversight

Payment method limitations:

• Do not post-date:
  • Cash
  • eCheck
  • Credit card payments
• These payment types will always process on the same day through your gateway.
• iClassPro does not support scheduling these payment types in advance.

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Applying Payments on the Family Ledger

The date a payment is applied to a charge directly impacts reporting and ledger accuracy.

• Payments are associated with programs and charge categories based on the charges they are applied to.
• If a payment is unapplied:
  • The related charge remains outstanding
  • This may lead to unintended overdrafts, even if the ledger balance appears correct

Important behavior

• If a payment is applied to a charge with a future charge date:
  • The payment will not appear as applied in reports until that charge date
  • Until then, it may appear as unapplied

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Example scenario

• A charge is created on December 20 for January tuition with a charge date of January 1.
• A payment is received and applied on December 30.
• Result:
  • The ledger shows the charge as paid
  • Reports (e.g., Bank Deposit, Program Deposit Split) show the payment as unapplied on December 30
  • On January 1:
    • The payment moves from unapplied to applied in reports
    • Adjustments reflect this change accordingly

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Troubleshooting & FAQs

• Why is my backdated payment not appearing on the correct report date?
  • Ensure the Payment Date was adjusted before saving. Reports reflect the entered payment date, not the date it was recorded.
• Why can I not change the payment date?
  • Your user account may not have the "Allow Editing of Payment Dates" permission set to full.
• Why does my post-dated payment not appear in reports?
  • Post-dated payments do not appear in reports until the selected future date.
• Why does my payment show as unapplied even though I applied it?
  • If the charge has a future charge date, the payment will not appear as applied in reports until that date.
• Can I schedule a future credit card or eCheck payment?
  • No. These payment types are processed immediately through the gateway and cannot be scheduled.

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Related Articles

• What Do I Need to Know about Payments?
• How Do I Create a New Payment in the Office Portal?
• How Do I Apply Payments/Credits in Family Ledgers?
• What is the Program Deposit Split Report (FIN-4)?

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