Record prepayments and manage student credit

Record a prepayment

Credit belongs to this student in your workspace currency. It is not shared with a primary contact or family members.

Credit is not used automatically. When marking a pending charge paid, choose Student credit as the method and confirm. You can pay due or upcoming charges, but the balance must cover the full charge. Split credit and cash payments are not supported yet.

1. 1

   Open Students and select the student.

2. 2

   Open Payments and select Add credit. The available balance is shown in the student's summary.

3. 3

   Enter the required amount, payment method, and date received, plus an optional note, then save.

Review credit and payments

Payments combines money received and credit activity. Filter by Payments or Credit activity to narrow the list. Deposits appear as Credit added; credit payments use the charge description and show Student credit as the method. Your current credit balance is shown in the student summary.

The prepayment appears once in Payments, CSV exports, and financial reports on the date received, with the method used to receive the money. Applying it to a charge creates no additional payment. Charges paid this way show Paid from credit and Student credit as their payment method.

Return credit or correct a mistake

Prepayment payment records cannot be edited or cancelled. Use the credit reversal instead. Reversing a prepayment removes it from money-received totals.

A studio holiday that pauses a credit-paid billing month returns its credit and voids the charge. Removing that pause restores eligible charges as pending; credit stays available until you explicitly use it.

Archiving a student keeps their credit balance and history available. Your workspace currency cannot change while credit remains.

1. 1

   On a credit-paid charge or its latest payment activity, open the actions menu and select Undo credit payment. Confirm to make the charge pending and restore credit. You can then record a cash or card payment, or void or delete the charge as usual.

2. 2

   To correct a mistakenly recorded prepayment, open its actions menu in Payments and select Reverse prepayment. A prepayment can only be reversed if enough unused credit remains. This corrects the record; it does not record a refund.