This guide provides answers to common financial questions and troubleshooting steps for all XenDirect versions and releases, unless otherwise noted.
Frequently Asked Questions (FAQs)
Why can't an OnAccount Given transaction be tagged as a Refund?
OnAccount Given transactions are used to record payments kept as in-house credit for future course registration. However, no money is actually returned to the client.
- If the client is receiving a refund, do not use OnAccount Given.
- Instead, enter a new transaction using the original form of payment and tag the record as a Refund.
Why don't the account numbers recorded with payments match the account numbers recorded in fees?
Account numbers may differ in cases where a course section has multiple fees.
- If a course section has only one fee, the account number recorded with payments will match the account number recorded with fees.
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If a course section has multiple fees, there is typically only one payment transaction (not one per fee).
- In this case, only one account number is recorded with the payment.
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Invoices function differently:
- Fees in invoices are recorded as line items per fee.
- The account numbers of invoice line items should match exactly the account numbers of course section fees.
When issuing a client refund, should I edit the original payment or add a new transaction?
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Do not edit or remove the original payment transaction.
- This is your only record of payment and ensures an accurate invoice balance.
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To issue a refund:
- Add a new transaction for the refunded amount.
- After entering the refund transaction, modify the invoice by adding a credit to balance the invoice amount due.
Troubleshooting: Invoices Without Line Items
When a client assignment is added, a client invoice is automatically created. However, if an invoice is recorded without line items or has incomplete line items, the possible causes include:
- The Course Section has no fees.
- The Course Section has no fees matching the Client's Fee Group.
- The Course Section fees are expired or inactive at the time of registration.
- The Client does not have an active Fee Group (based on the Fee Group start and end date).
Resolution: Add Line Items Manually
To fix the current invoice, manually add the missing line items instead of deleting the Assignment and restarting the process.
Steps to Add Line Items to an Invoice
- Go to the Client Invoice in View Mode.
- Click the Line Items panel.
- Click Add New Line Item to add a new line item.
- Enter the line item details as needed.
- Save the line item record.
- Repeat steps 3-5 until all necessary line items have been added.
Once completed, the invoice should accurately reflect the Invoice Amount Due.
Conclusion
This guide provides solutions to common financial issues in XenDirect, including handling refunds, understanding account number mismatches, and resolving missing invoice line items. For further assistance, refer to related articles or contact support.