This list of common financial FAQs is relevant to all XenDirect versions and releases unless otherwise noted.
Why can't an OnAccount Given transaction be tagged as Refund?
OnAccount Given transactions are intended to record the use of payments made by clients for a future course registration. However, no money is actually returned to the client. You are keeping the money as in-house credit to be used towards another purchase. If you are returning money to the client, do not use OnAccount Given. Instead, enter the transaction using the form of payment made to the client and tag that record as a Refund.
Why don't the account numbers recorded with payments match the account numbers recorded in fees?
If a course section has only one fee, the account number recorded with payments should always match the account number recorded with fees. However, if a course section has multiple fees, there is usually only one payment transaction, not one per fee. This will only allow one account number to be recorded with the payment. Invoices however are different. Fees on invoices record as a line item row per fee. The account numbers of invoice line items should match exactly the account numbers of course section fees.
When I give a client a refund do I edit the original payment or add a transaction?
You will add a new transaction for the amount being refunded. Do not edit or remove the original payment transaction. That is your only record of payment. Without the original payment transaction, the invoice balance due amount could never be accurate. After entering the refund transaction, you may need to modify the invoice by entering a credit to make the invoice amount due to balance correctly.
Invoices Without Line Items
When an assignment is added, a client invoice is automatically created. However, if the invoice is recorded but there are no line items or the line items are incomplete, the following are the possible reasons.
- The Course Section has no fees.
- The Course Section has no fees that match the Client's Fee Group.
- The Course Section has fees, but the fees dates are expired or not active at the time of registration.
- The Client does not have an active Fee Group based on the Fee Group start and end date.
To prevent the same empty invoice issue from repeating again, modify the Course Section fees or the Client Fee Group setting that is causing the issue.
To resolve the current invoice, manually add the line items to the invoice. There is no need to delete the Assignment and start the process over.
- Go to the view mode of the Client Invoice
- Click the Line Items panel.
- Click the New button for line items.
- Add the line item details as needed.
- Save the line item record and repeat for additional line items as needed until the invoice accurately depicts the Invoice Amount Due.
Rick Stern
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