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Families may occasionally submit payment prior to invoices being generated on the Family Ledger billing account, or you may wish to enter a payment but not immediately apply it to an invoice. In this case, CareConnect allows you to enter a Payment transaction to retain the credit on the account balance and apply it against an invoice or invoice(s) when desired.

This article will provide steps on how to do the following: 

• A. Accessing the Family Ledger
• B. Posting Credit to the Account Balance
  
• C. Manually Apply Credit to an Invoice
  
• D. Automatically Apply Credit to Invoices

A. Accessing the Family Ledger

There are two ways to access the Family Ledger: the Students > Student Profile or the Billing > Overview module.

1. Student Profile > Billing: Access the Family Ledger 0n the Student Profile by selecting the Billing icon  under the first listed child name in the desired family record. 

2. Billing > Overview: Access the Family Ledger by making a selection under the Actions list. For the steps needed to apply a credit balance to the account, Receive Payment is selected. 

The Family Ledger will display account balance details on top, and a Transactions tab where you will create invoices and/or enter payments.

For further details on the Family Ledger, view our help desk article: CareConnect Billing - Family Ledger

B. Posting Credit to the Account Balance

When a payment is received, you will track this on the Family Ledger under the Transactions tab. 

• Click +Add, then Receive Payment

 

• In the next screen, populate the New Payment details such as amount, the site and billing account for deposit, and method of payment. 

• Scroll down to the Apply Invoice section. To maintain the payment as credit on the account, confirm that none of the invoice line items display an Applied column amount. If they do, clear out any amounts that appear in this section and Save. You can also click on Revert Apply to clear out any and all amounts within the Applied column.

• The page will save and identify a Payment ID number at the top of the screen.  

The Apply Invoice section should display blank. You can select Print the payment receipt or Edit the payment. Select the Refund button to reverse/remove the payment credit from the account.

• Select the Back button to return to the Family Ledger, and the payment will now display as  Received status, and show a credit on the account Balance column. The Account Balance and Payment Balance will also recalculate the amount displayed totals.

The payment credit will sit on the account until used and can be applied to an invoice at a later date. Continue to items C and D to apply the credit to an invoice.

C. Manually Apply Credit to an Invoice

When a payment or credit balance sits on the account, you may apply all or part of the amount to an invoice manually. Follow the steps below to allocate credit manually to invoices, or move to item D to have CareConnect allocate credit automatically for you by using the Apply Payments button.

Manually allocating credit allows you to decide how much each invoice will receive. The invoices that return are based on oldest to newest. If a desired invoice number does not appear in this step, it means older invoices must be paid first.

• In the Family Ledger > Transactions tab, locate the desired Payment ID. Click on the Payment ID link to open the payment details.

• Select Edit, and in the Apply Invoice section, a list of invoices will display. Select to apply all or some of the payment credit to one or more, or all of the listed invoices. Populate each invoice line with the amount to apply, whether the full or partial amount of the invoice or the payment. Confirm the Subtotal amount is equal to or less than the paid amount.

• Save when finished. The Apply Invoice section now displays the invoice that the payment was posted against and the amount. You can select Print the payment receipt or Edit the payment. Select the Refund button to reverse/remove the payment credit from the invoice and account.

The Family Ledger will now display the Payment ID as Processed, and identify the applied invoice(s). The Account Balance and Payment Balance will also recalculate the amount displayed totals.

 

 

D.  Automatically Apply Credit to Invoices

When a payment or credit balance sits on the account, you can have CareConnect automatically allocate credit to all pending invoices with the Apply Payments button. Follow the steps below to use the Apply Payments button steps, or move to item C to apply the payment manually in the Family Ledger.

Using the Apply Payment option allows CareConnect to automatically apply any credit amount amongst outstanding invoices. The invoices that return are based on oldest to newest. If a desired invoice number does not appear in this step, it means older invoices must be paid first.

In the Family Ledger > Transactions tab, locate the desired Payment ID that has credit. You'll know if a payment has credit if the amount is between parentheses. Use the Action column selection Apply Payments.

CareConnect will then automatically apply any credit to any unpaid invoices. CareConnect will prioritize older generated invoices based on the post date.

The Family Ledger will now display the Payment ID as Processed, and identify the applied invoice(s). The Account Balance and Payment Balance will also recalculate the amount displayed totals.