Troubleshooting - Balancing the Customer Ledger

Created by Customer Support, Modified on Wed, 6 Aug at 6:17 PM by Customer Support

This article would help you troubleshoot to balance the Customer Ledger.

There are different situations that this may help.

SCENARIO 1 - Where a student is already booked into a class and already paid but turns out that the student needs to be rebooked to a different class/date.

3 things that need to be done:

Step 1: Delete the student from the current class

This will delete the student from the current class and will delete the invoice that was generated and already paid.

Step 2: Enrol the student to the new class

This will enrol the student to the new class where they need to be moved.

An invoice will be generated here which we would need to mark as Paid if the parent already paid.

Step 3 - Balance the student ledger with an adjustment to record a payment for the invoice generated on the new class.

To balance the student ledger if a child has been removed from a class after a payment has been made, follow these steps:

a. Search for the student's name in the payment lists under Settings and open the student’s profile.

Note: Don't forget to adjust the date on the student enrolled filter

b. Go to Payment Transactions to double-check the payment.

c. Go to the Ledger tab and click Adjustment.

d. Add the amount you want to credit add a description:

Example below: Adjustment for moved class for $302.22

e. After adding the adjustment, the balance will now show as $0.

f. So, what you want to do now is to mark the invoice as PAID. Click on the Pay button

g. After clicking the payment button, you will see that the amount to pay is just $0 since we already adjusted it. Just click PAY to continue.

h. If you go back to the Payment list, it will now show as PAID with a $0 amount.

SCENARIO 2 - Where the credit was applied to the invoice that was already paid instead of the invoice that has the balance.

All you need to do is deallocate the credit from the paid invoice and allocate it to the invoice with the balance. It will then balance the invoice to 0.

To know how to do this, check this article - How to Allocate and Deallocate a Credit from an Invoice