Question: How do I log one-off customer transactions into ClassJuggler that won’t fit the automatic payment management procedures that I normally use?
Answer: Use our “Manually Apply Payments and Credits” feature!
Our built-in accounting system defaults to applying payments and credits to open charges, making it a simple thing to manage and track which students have or have not yet paid for their enrolled class.
Of course, sometimes a unique payment or account crediting situation arises. With the Apply Payments & Credits Manually setting enabled on your preferences screen (which you can find at Preferences > ClassJuggler Features when you’re logged in), your administrator may choose how to apply payments and credits to open charges — especially useful if your class-based business has flexible payment plans or very specific needs for how payments and credits are recorded. You can choose to manually apply payments or credits when your enter new payments and credits or when clicking on an existing payment or credit that has not yet been fully applied to open transactions.
Applying payments and credits to any open transactions are pretty much the same process. ClassJuggler lists an open charge with its “unpaid” amount, which lets your administrator assign part or all of a payment or credit and “close” the open transactions.
Need to identify payments and credits across all of your customers that have not been fully applied? That’s easy — use the Reports > Financial Reports > Unapplied Payment and Credits report to help.
How to manually apply a new payment or credit
- Enter the payment or credit information as you would normally.
- Once the amount has been entered into the amount field, ClassJuggler will be able to help calculate the split payments or credits you wish to enter.
That’s it. You’re done.
For an example, as you can see in Figure 1 below, we’ve entered a new $20 check payment. Any open (unpaid) charges in the customer’s account are listed beneath the payment form:
Figure 1 – Manually applying a new payment
You have 2 options for applying the $20 payment amount you are recording to those open transactions:
- Automatically apply the payment or credit — If you want ClassJuggler to automatically split the payment across the open charges, click on the Automatically apply split payment checkbox. This applies the payment to the oldest open transactions first and continue until the total amount has been used or there are no more open transactions.
- Manually apply the payment or credit — If you want to choose how to split the payment or credit amongst the open transactions, follow the instructions below.
There are two ways to manually enter a split amount into the Amounts to Apply column:
- Click on an amount field in the Amounts to Apply column (as shown in figure 1); ClassJuggler enters the unpaid amount (or the remaining un-applied amount left) for you, or;
- Tab to a field and type an exact amount you want to apply to certain open transactions. If you decide to start over and clear out all of the applied amount split entries, just click on the clear split amounts action link just above the “Amounts to Apply” column.
As you click-enter or type your applied amount splits, the applied amount and remaining unapplied amount gets recalculated after each entry at the bottom of the “Amounts to Apply” column at the bottom of the list of open charges.
NOTE: – When you enter a new payment or credit, you don’t have to apply all or any of the amount. For example, you could enter a $100 payment and apply only $10 of it to an open transaction leaving the other $90 for later use – even if additional open transactions exist.
This article is just a highlight explanation of the manually applied credit or payment features. Our help files within ClassJuggler go into more detail and provide more example scenarios. To see these, log in to your account, then click on Online Help Manual (see image below) and then search for “manually applied credit.”
Or, after logging in, go directly to the Manually Applied Payments and Credits help screen here.
Your third option: contact us directly for assistance.