When you first starting using ASAP and are transferring from a legacy system, or if you are running multiple payment systems, you may have students with existing balances or credits in these other systems. To keep your students current on their payment status, and to keep your financial reporting reconciled, you can enter those credits and balances in the student account.
Any balance and credit will appear on the Student panel of of all account members.
Balance and Credits also appear on the Student Portal page when they log in.
To Add a Balance
- On the Navigation menu, click Student and select your student
- Click on the Financials and then Invoices tabs
- Click the ellipsis menu
- Select Create a blank invoice
- Click the Add Items icon
and select Fee - In the search box, type Fee to bring up the Fee tool
- Click Fee in Fees
- Complete the information about the balance. The information you enter here will appear on your customer's invoice.
- Select the Registrant this fee should apply for and click Save Changes
You can choose to email the invoice to the student or simply leave the invoice on the account. When the user logs in to their account online, they will see an alert that they have balance due and a link to go direct to a payment page.
To Add a Credit
To add a credit, you must have Generic Credits Active. Generic Credits allow you to give a student a credit without it being associated with an existing transaction. We recommend you deactivate this after you have added this credit as Generic Credits can complicate tracking your revenue.
- On the Navigation menu, click Set Up and Payment Processing
- Scroll down the page to Preferences
- Check Allow the creation of generic credits option.
- If there is no check mark, click the Edit icon
- Check the box and Save
- On the Navigation menu, click Student and select your student
- Click on the Financials and then Invoices tabs
- Follow instruction above to Create a blank invoice if there are no invoices
- Select the invoice you want to associate with the credit
- Click the ellipsis menu and Give Credit
- Select Generic Credit and complete the information about the credit.
The credit will now show on the left panel of the invoice and in the invoice Transaction History.
