How to manually charge a subsidy approval after the fact (if subsidy was missed)

If the subsidy was missed on the last statement, please follow these steps:

Step 1 – Create a manual invoice to Subsidy for the missed amount (reference the child with missed subsidy)

Step 2 – Create a manual credit to the Payer for the same missed amount as in the invoice to subsidy(reference the same child as in the invoice to subsidy)

To create a manual invoice to subsidy

1. Accounts Receivable
2. Billing
3. Create a manual invoice to the subsidy provider,
4. Make sure to reference the child,
5. Under “Lines”
6. Click the +
7. Item = Select the Subsidy item
8. Fill out the dollar amount missed
9. Click check mark to confirm
10. Review information
11. Click the POST icon when to complete

To Create a Manual Credit to the payer

1. Accounts Receivable
2. Billing
3. Create a manual credit to the payer,
4. Make sure to reference the child,
5. Under “Lines”
6. Click the +
7. Item = Select the Fee item as per your subsidy provider setup (see instructions below)
8. Fill out the dollar amount missed
9. Click check mark to confirm
10. Review information
11. Click the POST icon when to complete

Subsidy Provider Setup:

The Fee Item for the manual credit/ invoice to the parent/guardian, should be the one used in the Subsidy Provider Setup > “Payer Payment Offset Item”.

In this example (screenshot below), the Payer Payment Offset Item = Fee Item “Charged to Subsidy”