When situations come up that require payment adjustments to be made, like fixing overpayments or underpayments and rate changes, Preschool is able to generate the needed adjustments automatically. We will go over how to do that in this article.
1. First, you need to identify when automatic adjustments are available, and you will need to open an enrollment payment listing to see that. You can open that window by double-clicking an enrollment:
2. In general, you can generate adjustments as long as the "Unpaid" column has either a positive or a negative number. In our example, the tuition enrollment for the 9160-I program is eligible for adjustments because it was overpaid by $4579.40; on the other hand, the aide enrollment isn't eligible because it was paid the exact amount as the enrollment total, so its "Unpaid" amount is $0.
3. Now, to generate the automatic adjustments, go to "Payments" -> "Enter Invoices".
4. Select the provider, click "Create Payment Batch", select "Create Payments and Adjustments", and click "OK".
5. Next, go to the cleanup window to remove other students if needed. You should then see the adjustments that Preschool made:
6. Exit the cleanup window and head over to the "Edit Payment Batch" window. Check the "Adjustments" checkbox on the top left to display the adjustments. If everything looks good, click "Process Invoice" in the lower right.
7. Auto-generate a batch number, enter any description that would help you identify this batch in the check log, and click "OK". You will then see a "Process Complete" notice.
8. Now, if you go back to the enrollment payment listing that was looked at in the first step of the process, you can see that the "Unpaid" amount for the tuition enrollment is now zero, and the adjustments that we processed (red numbers) are now in the list.