How to Setup and Record a Refundable Registration Fee (Applicable for Holds, Refundable Deposits)

Setup

First, be sure to have a Refundable Registration GL Account created.

Second, create a customer item for the Refundable Registration Fee.

***Please reach out to your CCP Team Lead to get these setup (GL Account and Item).

Once these items are created, you can then create a Manual invoice for this Refundable Registration, followed by a Statement to the payer, then apply the Payment.

To create a manual invoice:

1. Accounts Receivable  
2. Billing 
3. Manual Invoice 
   • Customer = Enter the parent/guardian/payer name (tab off to auto-populate fields)
   • Reference Contact = Child’s Name
   • Date = Date for this invoice
   • Reference Date = Same as Date
   • Reference = Note to display on Payer’s statement
   • Lines:
     • Click the “+” to add the fee
       • Item = Select your refundable registration fee customer item, tab off to auto-populate Account
       • Branch = The location (branch) the payer belongs to
       • Description = Refundable Registration Fee
       • Quantity = 1
       • Unit Price = Update to the refundable registration fee price
       • Select the orange checkmark to apply
       • Review for accuracy
   • Click the POST icon to complete

Create a Statement to the Payer

1. Accounts Receivable
2. Statements
3. Preview Statements
4. Select Branch for the Payer
5. Select the Period for the Invoice you just created
6. Contact = Enter the Payer’s name
7. Click GO
   • Select the statement for the Payer you just invoiced with a blue checkmark
   • Review for accuracy
   • Click the PUBLISH button to complete

Apply the payment collected for the refundable registration

1. Accounts Receivable
2. Payments
3. Process Batch Payments
   • Mode = Manual Payments
   • Branch = Select Branch associated to Payer
   • Click GO
     • Select the Payer
     • Review amount (adjust if necessary)
     • Select the Payment method to process (type of funds received)
     • Click the CREATE button to complete

NEXT: To refund that refundable registration, please see:

How to Refund the Refundable Registration Fee