Audit trail and corrections¶

Financials → Audit Trail lists every fee assignment in your organization — who was charged what, when, whether it's paid, and which invoice covers it.

It's also where you fix mistakes, which makes it the most powerful page in Financials and the one to be most careful on.

What you can see¶

Each row carries the student, the fee, the amount, the assignment date, payment status, invoice details including payer and method, the student's grade and groups, and any credits applied.

Because everything is in one list, this is the fastest way to answer "when was this charged and by whom" without opening statements one at a time.

Corrections¶

Edit an amount. Changes what that student owes for that assignment, without affecting anyone else with the same fee. This is how you handle a genuine one-off — a partial scholarship or an agreed reduction.

Edit the assignment date. Useful when a fee was assigned late and should be dated to when it was actually incurred.

Edit invoice notes. For recording context — who authorized a change, which meeting approved it. Write these as if someone else will read them, because someone else will.

Delete a fee assignment. Removes the charge from that student.

Delete a payment. Removes the payment record and returns the fee to unpaid.

Deleting a payment is not a refund

Deleting a payment erases the record that it was ever received and marks the fee unpaid again. Money that actually changed hands is now invisible.

Use it only to correct a payment recorded in error — an entry against the wrong student, or a duplicate. If a real payment is being returned to a family, record a refund instead.

Refunds¶

Marking a fee refunded flags it, records who did it and when, and moves it out of your collected and outstanding totals on the Fees Dashboard.

Recording a refund does not send any money

This is a record-only action. myblueboard does not contact PayPal or Stripe, and no funds move.

You are telling myblueboard that a refund has been handled elsewhere. Actually returning the money — in your payment processor, by check, or as a credit — is a separate step you have to perform yourself.

Doing one without the other is how families end up refunded twice, or not at all.

The safe order is: return the money first, then record it here. If you record first and get interrupted, nothing tells you the refund never happened.

Working safely¶

Prefer edits to deletions. An adjusted amount leaves a trail; a deleted assignment leaves nothing
Write a note with every correction. Six months later "why is this $50 instead of $150" is unanswerable without one
Fix the cause, not just the symptom. A wrong amount on twenty students means the fee was created wrong — correct the fee before editing twenty rows
Don't use the audit trail for routine work. Assigning belongs on Assign/Create Fees, payments on Statements or Payment Entry. This page is for exceptions

What can't be undone¶

A paid fee can't be deleted — the payment depends on it. Refund it instead
A used split can't be recombined — see partial payments
Deleted payments and assignments are gone. There's no recycle bin