Reconcile a scholarship, voucher or payroll deduction on an invoice

• Finance
• Director
• Admin
• Needs: Billing
• Desktop
• Draft

If you don't see this

• It needs the Billing permission. A director grants it under Manage School → Staff → Permissions.

Invoice lines for rates that require reconciliation show Expected, Received and Remaining under Reconciliation. You reconcile them from the carried credit you recorded when the funder paid.

Before you start

• Finish Record scholarship, voucher or payroll funds received first.

Steps

1. Open the invoice and click Reconcile at the bottom (or click a line under Reconciliation). With several open lines, pick one on Select Reconciliation Item.
2. On Reconcile Payment, check the carried credit available, adjust the Amount, and add a note if needed. The Reference Number fills in from the credit bank.

   Screenshot coming soon01 · /reconciliation-dashboard

   The Reconcile Payment dialog

3. Click Reconcile.
4. If the amount doesn't match exactly, choose what to do:
   • Short: Leave open, Bill [amount] to parent, or Adjust down (never collected).
   • Over: Treat as extra revenue or Convert to Family Credit.
5. Click Reconcile [type].

To cancel a scholarship on this invoice

1. Click Cancel Reconciliation on the Reconcile Payment dialog.
2. Choose Bill to Parent (a separate invoice for the balance) or Do not Bill, and confirm.

Troubleshooting

• "No [type] credit is available in the bank for this line." Click Add [type] Credit to record the money first.
• Resolve Overage on a line means an older overage still needs a decision: Bank for Future Invoices or Treat as Extra Revenue.