How do I manage student balances and prepaid credits?

How do I manage student balances and prepaid credits?

How do I manage student balances and prepaid credits?

The Student Balances page (Invoicing landing tile: Outstanding balances by student) lists every student with money in play.

Reading the table

Columns:

  • Student — name and email.
  • Outstanding — total open balance; shown with the open-invoice count below.
  • Overdue — overdue portion of that balance.
  • Prepaid Credits — the student's credit balance; select it to open the credit history drawer.
  • Last Payment — date and amount.
  • Last Invoice — date of the most recent invoice.

Sort by Student, Outstanding, Overdue, Prepaid Credits, or last payment, and search by name or email. Selecting the student or amount cells navigates to the student's billing tab.

Manage Credits

With billing:manage, each row has a Manage Credits action. It opens a modal with two tabs:

Send Deposit Invoice

Creates a prepaid-deposit invoice in QuickBooks the student can pay to build up credit.

  1. Tab Send Deposit Invoice.
  2. Amount ($) — required.
  3. Notes (optional) — e.g. Prepaid credit deposit.
  4. Due Date (optional).
  5. Select Create Invoice. On success you see Invoice Created, the total, Status: Open, and Open Invoice / Copy Link buttons for the hosted QuickBooks URL.

Record Offline Deposit

Adds credit directly for money you already collected (cash, check).

  1. Tab Record Offline Deposit.
  2. Amount ($) — required.
  3. Notes — required, at least 3 characters (e.g. Cash deposit, check #123...). The form blocks shorter notes with Notes must be at least 3 characters.
  4. Select Record Deposit. The new credit balance updates in place and you get Credit balance updated.

Credit history drawer

Selecting a student's Prepaid Credits amount opens Credit History, showing Current Balance and a transaction table: Date, Kind, Amount, Balance After, Notes, and a link to the related Invoice. Transaction kinds render as Deposit, Applied to Invoice, Refund, and Manual Adjustment. See [[invoicing-payment-field-reference]].

How credits apply to invoices

When a student has prepaid credit, it is applied to their invoices. On the invoice detail, applied credit shows as Credits Applied with a negative amount, the total label becomes Amount Due, and a fully-covered invoice shows the Paid from prepaid credits badge. See [[invoicing-invoice-field-reference]].

Notes

  • Students can top up their own prepaid balance from their finances page (Top Up Balance), within a Min $5.00 · Max $50,000.00 range.
  • You need billing:manage to manage credits. See [[invoicing-permissions]].

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