When a district needs to add a Credit adjustment to multiple contracts (i.e. for a canceled school or chnage 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 Adjustment to Contracts, complete the following steps:
- Select Child Care.
- Select Contracts.
- There are 2 options before selecting Add Adjustment - take no action and use the full list of contracts to receive the adjustment or filter to the contracts based on the desired criteria and select the ones to to receive the adjustment before selecting the Add Adjustment button. If you use the full list of contracts, you will be able to filter for Season, Site, etc in the Add Adjustment form.
- Select Add Adjustment and complete the required fields to filter to the desired Season, Section and Scheduled date (or date range) along with the other details for the adjustment (Credit or Fee plus either Percentage or Flat amount). 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.
- 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