Adjust / Reduce Fees on an Invoice

Adjust / Reduce Fees on an Open Invoice

To reduce an amount owed, or to adjust open charges to $0.00 (as in the scenario that a student withdraws and is given no refund or a partial refund; account has a balance due):

1. If the fee to be adjusted is a Student fee, in STUDENT BILLING, in the Student List view, click Adjust Fees button. If it is an Account fee that needs adjustment, in STUDENT BILLING, in the Account List view, click Adjust Fees button.
2. Select the charge to be reduced.
3. Complete the Description, GL Code, and Amount fields and enter the Date you wish this adjustment to appear in the general ledger.
4. Click Adjust.
5. Repeat for each charge on the Invoice that needs to be reduced.
6. When you have finished Adjusting all the charges that need adjusting, click the Review and Invoice Charges button.
7. Check your found set; when ready, click Invoice Found Set.
8. You will be shown the Adjusting Invoice which has a balance of $0.
9. Find the original Invoice that was reduced by this new adjusting Invoice by extending the found set on the family’s name.
10. Isolate the Original Inovoice that was adjusted by Constraining the found set on the Invoice ID.
11. Click the Generate Invoice PDF button.
12. Click the Go to related Accounts in BillPay and Publish button.
13. You will eventually Batch the Adjusting Invoice.

Remove Adjustments From an Invoice

In all cases of removing a discount, you must re-charge the adjustment on a new invoice or redo the original invoice.

You can either Invoice them for the “Retracted Discount” or you can reverse the original Invoice, re-do it and not add the adjustment.

Adjust Fees Prior to Invoicing

We can reduce a fee during the charging phase, prior to Invoicing so that the adjusmtent shows as a line item on the Invoice. Examples are Financial Aid, Faculty Tuition Remission, Tuition Deposit, and other tuition applicable fees.

If the fee to be adjusted is a Student fee:

1. In STUDENT BILLING, in the Student List view, perform a Find on all the students who will receive this adjusment.
2. Click Adjust Fees button.
3. Select the charge to be reduced.
4. Complete the Description, GL Code, and and enter the Date you wish this adjustment to appear in the general ledger.
5. Enter an Amount of $1. You will adjust all the adjustments to the correct amount later, in the Review and Invoice Charges window.
6. Click Adjust.
7. Repeat for each type of adjustment needed (Financial Aid, Tuition Remission, Deposit, etc.)
8. When you have finished creating adjustment records, click the Review and Invoice Charges button.
9. Edit each of the $1 adjustments to the correct amount. If the new adjustment amount is identical for a group of records, gather your Found Set (Find $1), edit the amount in one record, and use Replace Field Contents.
10. Check all records in your found set carefully; when ready, click Invoice Found Set.

Or, if it is an Account fee that needs adjustment:

1. In STUDENT BILLING, in the Account List view, perform a Find for the account(s) that will receive this adjustment.
2. Click Adjust Fees button.
3. Follow directions above.