Adjusting the number of RS/SEIT Sessions
If a SEIT/RS provider was paid the incorrect number of RS Sessions you can create an adjustment to reduce the number of sessions.
To do this start by looking up the child then click on the $ Summary Button at the bottom of the screen.
This will open the $ Summary Screen with will show the payments made for each enrollment.
To create the adjustment right click on the payment that needs to be adjusted, then click ‘Create Adjustment.’
*If multiple payments need to be adjusted you will need to do this for each payment as they cannot be adjusted in bulk*
This will open the adjustment window. At the bottom left of the window is the number of sessions that were paid in the selected payment batch. Simply change the number of sessions that were paid to be the correct number. Preschool will then calculate the adjustment amount based on the number of sessions and the rate.
So in this example 10 sessions were paid, if there were only supposed to be 8 sessions paid, we would enter 8 in the ‘Adjustment Sessions’ box. This will calculate the new total and Adjustment amount for you.
Once you are done click ‘OK’ to save. Clicking OK will save the Pending payment to the child, you will see it on the $ Summary Screen in Red text.
All that is left to do is Process the adjustment batch.
To do this go to Payments > Enter Invoices.
On the Enter Invoices screen select the Service type and the provider, the click ‘Edit Payment Batch’.
On the payment batch Uncheck Regular at the top and check Adjustments.
This will display the adjustment(s) that you created.
Just process the invoice by clicking the Process Invoice button at the bottom of the screen.
On the Process batch screen the only Requirement is a batch number, you can also add a description, comments, as well as a County Voucher Number, Vendor Invoice Number, and Vendor Invoice Date. You can click Auto Generate Batch number and Preschool will generate a batch number for you.
When you are ready click OK to process the batch, you can click one of the “OK + Report” options to generate a payment detail report.