IN BRIEF
Payments in iClassPro represent positive entries added to a family ledger when your business receives money or records non-monetary credits. These entries can be applied immediately to specific charges or left un-applied as Account Credit. Understanding how payments behave—especially when they are applied, un-applied, or associated with charges—is essential for accurate financial reporting. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Definition of a Payment
  • The Anatomy of a Payment
  • Creating a Payment or Credit
  • Applying a Payment or Credit
  • How Applying a Payment/Credit Works
  • Financial Considerations
• Troubleshooting & FAQs
• Related Articles

Overview

Payments in iClassPro track monetary and non-monetary contributions applied to a family’s ledger. When a payment is recorded, it increases the family’s available funds and can be applied to reduce outstanding charges. Understanding how applied and un-applied payments behave helps ensure that financial reports accurately reflect the timing and movement of money within your business.

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Accessing the Feature

1. From the main navigation menu, go to FAMILIES.
2. Select the currency symbol next to a family to open the family ledger view.
3. Select Full Ledger.
4. Choose the Charges or Payments view as needed.

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Step-by-Step Instructions

Definition of a Payment

• A payment is a positive entry on a customer account indicating that your business has received money (cash, check, e-check, or credit card).
• These funds offset outstanding charges (negative entries) on the account.
• Credits can also be created to track non-monetary compensation, such as coupons, work-in-trade, or other business compensations.

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The Anatomy of a Payment

• Payments can be created from the New Payment window on the family ledger.
• You may choose to apply the payment immediately to a charge or leave it un-applied.
• When left un-applied, the payment still increases the family’s overall ledger balance but does not reduce specific charges.
• Un-applied positive funds are referred to as Account Credit.
• Account Credit is different from a Credit entry used for tracking non-monetary compensation.

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Creating a Payment or Credit

Payments or credits can be created several ways:

• Manually creating a payment/credit on the family ledger
• Using the Mass Credit function to create credits for multiple families
• Using Gift Certificates to issue credit via the Customer Portal or Office Portal
• Accepting payment via the Customer Portal for enrollments and party bookings
  • Creating a Class enrollment via the Customer Portal
  • Creating a Camp/Event enrollment via the Customer Portal
  • Creating an Appointment booking via the Customer Portal
  • Booking a Party via the Customer Portal

Each option above uses a slightly different workflow; detailed instructions can be found in the linked articles from the original document.

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Applying a Payment or Credit

Payments can be applied in two main ways:

1. During creation, using the New Payment window.
   • Allows you to select which charges the payment should be applied to.
2. After creation, using the Auto-apply Credit button:
   • From the Charges view: applies the oldest available Account Credit to that specific charge.
   • From the Payments view: applies the selected payment to the oldest outstanding charge.

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How Applying a Payment/Credit Works

• Once a payment is applied, funds are no longer considered un-applied; they become associated with the Program and Charge Category of the charge.
• If the payment amount exceeds the charge amount, the payment is partially applied, and any remaining amount can be applied to other charges or left un-applied.
• A payment can be un-applied by opening the charge or payment and selecting the [x] next to the applied item, then saving. Funds return to un-applied status until applied again.

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Financial Considerations

• iClassPro tracks each change in a payment’s status and records these changes in financial reports.
• Reporting is based on a timeline view, meaning charge dates, payment dates, and applied dates all affect how transactions appear.
• If a payment is taken today but applied to a future-dated charge, it remains un-applied until the charge’s entry date.
  • On the day the payment is recorded, it appears as new income in financial reports.
  • On the date the charge to which a payment is applied becomes active, the payment appears in the adjustments section of the Program Deposit Split Report (FIN-4):
    • A negative entry is shown in un-applied payments (funds being removed).
    • A positive entry appears under the charge’s Program and Category (funds being applied).
  • These two entries net to $0, indicating money has been reallocated, not newly received.
• This reporting structure allows accountants and bookkeepers to track daily movement of funds for accurate year-end accounting.

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Troubleshooting & FAQs

• Why does a payment show as un-applied even though I applied it to a future charge?
  • Because financial reports reflect transaction timing. A payment applied to a future-dated charge remains un-applied until the charge’s entry date.
• Can I change which charge a payment was applied to?
  • Yes. Open the payment or charge, remove the applied relationship using the [x] next to it, and save. The funds return to un-applied status until applied again.
    • Note that the change will be reflected on the Program Deposit Split Report (FIN-4) as being unapplied from the original charge and reapplied to the new charge.
• What is the difference between Account Credit and a Credit entry?
  • Account Credit refers to un-applied monetary payments. A Credit entry tracks non-monetary compensation such as coupons or work-in-trade.
• Do customers receive any notification for failed payments?
  • Payments initiated via the Office Portal will send the "Autopay Failed Email" for failed payments.
    • This communication template can be customized under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO.

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Related Articles

• How Do I Create a New Payment in the Office Portal?
• How Can I Issue Mass Credits?
• How Do I Set Up Gift Certificates?
• How Do I Create a Class Enrollment in the Customer Portal?
• How Do I Create or Modify a Camp/Event Enrollment in the Customer Portal?
• How Do I Create an Appointment Booking in the Customer Portal/Mobile App?
• How Do I Book a Party in the Customer Portal?
• What is the Program Deposit Split Report (FIN-4)?

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