When a district needs to add a Credit adjustment to multiple contracts (i.e. for a canceled school or a change in contracted dates) or a Fee adjustment (i.e. adding an activity fee, field trip, t-shirt, etc), you can filter the list of contracts for the desired criteria, such as scheduled date and section then add the adjustment from the Contracts list view.
Once created, the adjustment appears on the account's next immediate invoice regardless of what date(s) the adjustment is being created for. For that reason, you would want to create the adjustment right before the desired invoice period.
To add a Mass Credit Adjustment to Contracts, complete the following steps:
1. Point to Child Care.
2. Select Contracts.
3. Select View All or the X to close the Search box.
4. Determine which of the 2 possible options below is needed for the adjustment being created:
If adjusting for a single scheduled date, use the full list of contracts visible in the list view to receive the adjustment. When you use the full list of contracts, you will be able to filter for Season, Site, Site Section, etc after selecting Add Adjustment.
If adjusting for more than one date (i.e. a date range), select the checkboxes on the left for the desired contracts to receive the credit adjustment. Use the check box in the grey header to select all of the contracts to apply the credit to. Important Note: using this option does not allow you to filter after selecting Add Adjustment. Use the Advance Search to filter the list of contracts before selecting Add Adjustment.
5. Select Add Adjustment and complete the required fields being displayed for the option you selected above. The name/reason given to the adjustment is the way the adjustment will display on the next invoice (i.e. Snow Day 1/1 or Pro-rating week of 9/4).
When adding a Percentage adjustment for a credit adjustment, the system will prorate Weekly and Monthly rates in order to appropriately apply adjustments based on the date range indicated.
6. When finished with the details, you will see the message "The system is done creating the adjustments"displayed at the top of the screen. The adjustments are automatically added to the account with a 'not posted' status to be picked up by the next invoice that is generated.
Percentage - Use for Credit Adjustment
Flat Amount - use for Partial Credit for a specific dollar amount or when adding a Fee Adjustment