How To: Update Ledgers for Scheduled Payment Cancellations

Summary: Some payment batches were modified outside the Desktop system by contacting support directly. This means the changes happened outside the usual Desktop workflow and were not processed through the system. Because of this, declined payments from those batches were not automatically posted to the ledgers.

Or

The system automatically cancelled certain payment batches to prevent duplicate charges. When this happened, all transactions in those batches were declined because the system detected a successful payment for the payment method and amount within the previous 10 minutes and blocked the duplicate attempt.

Action: Manually post a payment reversal using the provided data to maintain accurate records.

Future Scheduled Dates

Scheduled payments are not recognized as transactions until after their scheduled processing time.

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.

Update the ledger to reflect the declined payment by posting a negative entry.

1. Navigate to Family Data & Accounting.

2. Open the relevant family account.

3. Click the Ledger icon to view the transaction history.

4. 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.

5. Enter the following details:

   Date: Use the same date as the processed payment.

   Description: Select the same description used for that payment.

   Comment: Add a note such as Scheduled payment cancellation correction.

   Amount: Enter the payment amount as a negative number (e.g., if it shows $60, enter -$60).

6. Click Post & Exit.