Summary: Temporary communication errors, such as a computer shutting down during transmission, caused some ledger postings and deposit reports to fail even though the scheduled batch was successfully submitted.
In some cases, centers resubmitted the batch, which created a second transaction. In these situations, the resubmitted transaction appears on the ledger, while the original transaction does not.
In rare cases, some scheduled batch payments caused multiple transactions to be duplicated or processed twice, but only post to the ledger once.
All transactions remain visible in Tuition Express reports.
Action: Use the provided data to manually update the ledger and ensure payment records are accurate.
Funding was not affected.
Only the ledger balances are inaccurate. All payments are reflected on Tuition Express reports.
Next Steps
Open the Process Tuition Express screen to ensure your data is up to date. Check the ledger and history before making any manual changes. If manual corrections have already been made, no further action is needed.
Manually post the payment to the ledger for duplicate transactions not recorded or missing ledger entries.
Navigate to Family Data & Accounting.
Open the family account you need to update.
Click the Ledger icon to view the transaction history.
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Confirm that the missing or duplicate payment has not already been posted. You may also use the Audit tool to verify.
On the Ledger, click a blank line to add a new entry. You can add or update payment descriptions under System Configuration > Charge/Credit Descriptions if needed.
Enter the following details:
Date: Use the date of the original scheduled payment.
Description: Select the same description as the original transaction (e.g., Credit Card Payment).
Comment: Enter a brief explanation, such as Correction for payments processed on [DATE].
Amount: Enter the payment amount.
Ledger Reconcilation
If the transaction is a duplicate, there will already be an entry in the ledger. If it is missing, no entry will exist.
Click Post & Exit.
FAQ
Can parents get a refund for a duplicate transaction?
Yes. The system only allows refunds for credit or debit cards. To maintain ledger integrity and best accounting practices, the transaction must be manually posted first before a refund is issued.
What Tuition Express reports should I generate after adding the missing transactions to the ledger?
You don’t need to generate additional reports. All transactions, including the ones you just added, will appear automatically in Tuition Express reports on their scheduled processing date.
The following reports can be generated to view transactions:
ACH: Batch Details by Date Report
Credit Card: POS Expected Deposit Date Report
Will there be a corresponding deposit report for the missing ledger transactions?
No. Transactions missing from the ledger were not successfully posted and therefore will not appear on a deposit report. In rare cases where a batch failed partway through, you may see a partial deposit report reflecting only the transactions that were successfully processed.
However, manually posted transactions can be manually closed to a deposit report. For more information, see Deposit Reports.