If you would like to adjust a member account balance, you cannot erase a charge once it has been invoiced. You will need to add an account adjustment to change the balance.
However, if the charge is still pending you can edit or remove the charge. Once the account adjustment is made it will reflect in the total balance but the current balance will only be adjusted on your next scheduled invoice date.
How to remove a charge:
There are two ways you can remove a balance on a members account:
- Adding a negative charge to a member's account
- Recommended for adjusting the same charge to multiple members, removing a late fee, or credits.
- Use the Remove Charge Module
- Recommended for removing multiple charges from a particular member
Adding a Negative Charge:
The appeal for this option is you can assess the charge to many members at the same time.
Example: You billed and invoiced members for a t-shirt. The order was canceled and you are no longer getting the shirts. Now you need to adjust everyone's account to remove the charge. You can create one negative charge to remove the t-shirt charge and add it simultaneously to all the members you initially assigned it to in one sweep.
Invoice Tab > Charges Tab>Select Add Charges and assign a negative charge.
To assign a negative charge:
- Find the existing charge template by selecting the blue circle with a pencil on the right of the charge template and edit the template to be the negative amount by adding a (-) in front of the amount and assigning it to the member OR
- Create a new negative charge template to make account adjustments, you would do this by adding a (-) in front of the amount and assigning it to the member.
Note: Be sure to use the same chart of account so your reporting is correct
Note: Once this charge is assessed it will be a pending charge, and you can also always edit a pending charge until it is invoiced.
Remove Charge Module:
The appeal for this option is to easily remove multiple charges from a particular member at once and you will always have the correct chart of accounts and amounts to remove.
Example: A member billed and invoiced for the new semester charges tells you they are not coming back next semester and dropping out. You want to clear the balance on their account and remove all the charges at once.
Invoice Tab > Charges Tab > Remove Charges > Search or scroll for the member you are looking for and select the circle on the left-hand side and click continue.
The next page will load all the charges created by a charge template ever assessed on their account. You can then select the charges you wish to remove. Once you have selected the charges and moved to the next page, you can review the negative charge templates that have populated to remove the charges.
Once the charge is assigned to the account, it will invoice on the next scheduled invoice date.
Note: You can edit these templates. If you want to pro-rate the amount or change the description you can before you assign the charge.
Note: You can only adjust an account if it is “On System.” You can always move an account back on the system under the member status change report.
Pro Tip: Always look at the member's account history BEFORE removing the charge so you know what you need to remove. Look at the account’s pending charges, invoiced charges, and payments to get an idea of what was paid and invoiced. This will give you more information on what needs to be removed.