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Account credits

Credits are money held against a student's account: fundraising proceeds, scholarship funds, or a refund you're carrying forward rather than paying out.

They don't reduce a balance on their own. A credit sits available until you apply it to a specific fee.

Turning credits on

Credits are off until enabled.

  1. Open Settings, then the Financials tab.
  2. Under Account credits, turn on Enable account credits.
  3. Select Save Financials.

Directors and admins get access automatically. To give a booster treasurer access, grant them Financials Access — see Granting access.

The Account Credits page

Three totals sit at the top: Credits Accrued, Credits Used, and Accrued - Used — what's left to spend. Below them, Credits Transactions lists every credit with its account, amount, date, refund flag and description.

The Account Credits page showing Credits Accrued, Credits Used and Accrued - Used totals above a Credits Transactions table, with the Add Credit button top right

Financials → Account Credits. Add Credit is top right; each row has its own Actions menu.

Adding a credit

  1. Open Financials → Account Credits.
  2. Select Add Credit.
  3. Fill in:
  4. Student
  5. Amount
  6. Description — what this credit is for
  7. Refund — whether this represents a refund
  8. Save.

Write real descriptions. "Fall fundraiser — 12 wreaths" answers next season's question; "credit" does not. This text appears on the family's statement.

Applying a credit to a fee

  1. Open Financials → Account Credits.
  2. Select Apply Credit.
  3. Choose the student, the amount, and the fee to apply it to.
  4. Add a note if useful, and save.

The fee's balance drops by the amount applied.

Credits can be applied as a discount rather than a payment. The distinction matters for reporting — discounts are totalled separately on the Fees Dashboard, so you can tell money you collected from money you chose not to charge.

Families can't apply their own credits

Students and parents see their credits under Credits/Refunds in myAccount, but they can't apply them to fees or purchases themselves. Only someone with Financials Access can.

This is the single most common credit question. Families see a credit, see a balance, and expect them to cancel out. Say plainly whether you apply credits automatically at a deadline or on request — either is fine, but silence produces email.

Transferring credits between students

Credit can move from one student to another — most often between siblings, or from a graduating student to a younger one.

In Account Credits, choose the source student, the destination student, and the amount.

The transfer is blocked if the source doesn't have enough available credit — available, not total. Credit already applied to a fee can't be moved.

Both accounts get a record showing where the credit went and came from, so the trail survives.

Families can't move credit between students themselves. They can, however, apply their own credits to their own fees from myAccount — see Credit transfer requests.

Editing and deleting

Select Actions beside any credit to Edit Amount, Edit Notes, or Delete Credit.

Edit rather than delete-and-recreate where you can — it keeps the history intact.

What students and parents see

Under Credits/Refunds in myAccount: their credits, descriptions and amounts, plus totals for accrued, used and available credit on their statement.

They see everything you write in the description. Write it accordingly.

Exporting

  1. Open Financials → Account Credits.
  2. Open Show/Hide Columns and deselect Actions — it doesn't export usefully.
  3. Select Export and choose a format.

Export before the end of the year. Credit balances are the thing families dispute most, and a saved snapshot at year end settles those conversations quickly.