For office staff who can edit billing.

Fix a payment someone typed in by hand, like cash or a check.

Which fix do I need?

• The amount, the date received or the method: Correct this payment.

• Only the note or the check or PO number: Edit payment. Correct this payment saves those the same way.

• The payment is on the wrong bill: Reverse payment, then take the payment again on the right bill.

• Who paid, the family or an agency or employer: Change paid by.

• It should not exist at all: Reverse payment.

• It was a card or bank payment: these cannot be edited. Use Refund.

These buttons appear only on a payment someone typed in by hand, like cash or a check.

Correct this payment

1. Open Money, then Payments, and open the payment. From a bill, open the payment listed on it.

2. Choose Correct this payment. On the newer screens, it is under the dots.

3. Fix what was typed wrong: Amount, How, Check or PO number, Date received or Note for the office.

4. Choose Save correction.

Date received can’t be after today. It also sets the year on the family’s year-end statement.

What saving does

• A new amount, date or method replaces the entry. The old entry stays in the history, marked reversed.

• The new entry shows a Corrected card. Use Open the earlier entry to see the old one.

• Don’t record the money again. The corrected entry already counts.

• A new note or number alone is saved on the same entry. Nothing is reversed.

• Saving charges no card and emails nobody. The bill follows the new amount.

• The payer stays the same. To change who paid, use Change paid by.

If the amount goes down

The sheet tells you how much more the bill will show as owed, before you save.

• If the family uses autopay, it can charge that on their next charge day.

• Payment reminders can ask the family for it too.

• If the bill is on a program contract, the contract can still show the old amount as paid.

When it can’t be corrected

• If the new amount is more than the bill can take, the sheet says so. Nothing changes.

• A payment that bought a package has no Correct this payment. Use Reverse payment.

• A payment that went to the family’s balance on account has none either. Use Reverse payment.

• If money from this bill is on the family’s balance, saving is refused. The message says what to fix first.

Edit payment

Edit payment fixes only the Check or PO number and the Note. The amount, bill, method and date stay the same.

1. Choose Edit payment and change the fields.

2. A new check or PO number can show After saving. Pick one of its two choices.

3. Choose Save changes.

Under After saving, the default is “Keep it for staff: no email.” The other choice is Send the family a corrected receipt. Sending opens the receipt first. Nothing is sent until you press send.

Paid the wrong bill

1. Open the payment and choose Reverse payment. Give a reason, then confirm.

2. Open the right bill and choose Take a payment.

3. Set Date received to the day the money came in.

Reversing moves no money and emails nobody. The reversed entry stays in the history with your reason.

Check the result

• The payment’s history shows Changed after a correction, or Edited after an edit.

• Each one shows what the fields said before and after.

• If the family got a receipt, the sheet offers Preview the corrected receipt. Nothing is sent until you press send.

• Families never see the note. Their receipt in the portal shows the method, a check number and the date.