Module 7 - Editing Transactions

Video Summary

• Editing transactions (payments & charges) overview

  • Accessed via dropdown on each transaction: Edit or Delete

• Payment edits depend on type

  • Check/cash payments

    • Can be edited or deleted freely

  • Online payments (ClassReach)

    • Cannot be deleted

    • Can only be refunded

• Refund rules (online payments)

  • Must be done by admin

  • Only allowed within ~60 days

  • Must be full refund (no partial refunds)

  • System logs refund as a reversal transaction (negative + positive entries)

  • Original payment remains visible but marked refunded

• Editing non-online payments

  • Can delete or modify freely (check, cash, credits)

  • “Misc credit” or similar adjustments can be deleted

• What editing a payment allows

  • Reassign to a different invoice

  • Change amount, type, memo, or description

  • Adjust how payment is applied across invoices

• Editing charges

  • Can change:

    • Category

    • Student/user

    • Amount

    • Description

  • Can be deleted unless it creates balance inconsistencies

  • Paid charges are harder to modify without first reversing payments

• Important constraints

  • Online payments tied to invoices may block deletion/editing

  • Complex tuition/payment-plan setups may require careful adjustments or support assistance

• Best practice

  • Prefer corrections over deleting records

  • Avoid deleting charges unless necessary

  • For complex cases (especially tuition agreements), support may be needed to safely untangle transactions

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