The “Payer cleanup” tool helps you identify and resolve payer-related issues before creating invoices.
The tool highlights:
- Families whose unposted items are assigned to multiple payers.
- Adult students (18 years or older) who do not yet have their own payer profile.
By resolving these issues before invoicing, you ensure that charges are assigned to the correct payer.
Why
Cleaning up payers before invoicing helps ensure that:
- Invoices are sent to the correct payer.
- Family discounts are applied correctly.
- Billing administration is simplified.
- Adult students can be billed through their own payer profile when appropriate.
Family discounts only work when the students included in the discount share the same payer.
How
Step 1: Open the invoicing page
- Navigate to "Finance" --> “Invoicing”
Step 2: Open the payer clean-up tool
- Click “Payer cleanup"
- A notification badge on the button displays the total number of records that require attention across both tabs.
Families with Multiple Payers
Step 3: Open the “Families with Multiple Payers” tab
This tab lists families whose unposted items are assigned to different payers. This process allows you to move eligible unposted items to a single payer.
The following unposted items are affected:
- Registrations
- Instrument rentals
- Pending waiting list records
Not affected:
- Posted items
- Previously invoiced items
- Items billed directly to a school
- Here you can see
- Siblings
- Number of siblings
- All payers linked to the siblings
- Number of payers
- Suggested main payer
- Consolidate payer button to action
Step 4: Consolidate payer for a family
- Locate the family you want to resolve and click “ Consolidate payer”.
Step 5: Select the main payer
- Review the “Main Payer” field in the dialog box.
- The field is prefilled with the suggested payer, which is the payer currently assigned to the highest number of items. If necessary, select a different payer from the dropdown list.
- Confirm the action by clicking "Consolidate payer" to move the family's eligible unposted items to the selected payer.
Adults Without Their Own Payer Profile
Step 7: Click on ”Adults without self-payer" tab
This tab lists students who:
- Are 18 years of age or older.
- Have unposted items.
- Do not already have their own payer profile.
- Open the tab to view adult students who qualify for their own payer profile.
- Locate the student you want to resolve and click “Create self- payer”. Creates a separate payer profile for the adult student. Future unposted items can then be assigned directly to this payer profile.
Information
Permission Requirement
Access to this feature requires the permission “Edit Student Payments” (EDIT_STUDENT_PAYMENTS).
This permission can be assigned to SuperUsers.
The Outcome
SuperUser
After completing the payer clean-up process:
- Family members can share a single payer where required.
- Family discounts can be applied correctly.
- Adult students can have their own payer profile.
- Future invoices are sent to the correct payer.
- Billing administration becomes more accurate and efficient.
Remember ...
- Access to the feature requires the permission “Edit Student Payments” (EDIT_STUDENT_PAYMENTS).
- It is recommended to check the “Payer cleanup” tab before every invoicing run.
- Only unposted items are updated when using the tool.
- Already posted or invoiced items are able to be changed.
- Items invoiced directly to a school are not affected when consolidating payers.
- Family discounts require the relevant students to share the same payer.
Frequently Asked Questions
Does the payer clean-up tool change invoices that have already been sent?
No. Both actions only affect items that have not yet been invoiced. Previously invoiced items keep their original payer.
Why is a family discount not being applied, even though it has been configured?
Family discounts require all relevant students to share the same payer. If the family’s unposted items are assigned to different payers, open “Clean Up Payers” and use “Merge Payers” on the “Families with Multiple Payers” tab.
Why does a student not appear on the “Adults Without self-payer” tab?
Only students who are 18 years of age or older are shown on this tab. Younger students are not listed, even if they have unposted items.