Enrolment Ended but Attendances and Charges Remain

Modified on Wed, 10 May 2023 at 10:51 AM

You have a student who no longer has an enrolment in a particular class, but they still are showing Attendances in this class, and their finance doesn't look right. How does this happen?

This happens if an enrolment is ended but the remaining lessons in the enrolment are not left ticked to credit back and remove them.

Attendances and finances are linked. When ending an enrolment, the boxes for remaining lessons need to be left ticked so that the attendances and their corresponding charges are removed, bringing the finances back to the correct balance.

If an enrolment has been ended but you are left with Attendances and Charges for this ended enrolment, you have two options to remove the remnant attendances and bring the finances back into line.

Option 1 - recommended best practice.

This option is recommend as best practice as it credits back the attendances, freeing up the space for make-ups, and most importantly you can easily track what has happened.

1. Make sure you have an appropriate non-attendance reason you can use that will issue a credit. You could even create a specific reason for this purpose so that you know exactly what the credit is for. For example you could call it "Enrolment End Error" or "Incorrect Enrolment" or something along those lines (the name can be a maximum of 20 characters including spaces).

If you require assistance with creating Non-Attendance Reasons, refer to this article: Creating Non-Attendance Reasons.

2. From the Student Screen, go to the Attendance section in the bottom left corner and change each of the applicable remnant attendances with this non-attendance reason that will credit back the lesson.

a) Click on the yellow edit folder next to the attendance you wish to change.

b) Select the non-attendance reason you wish to use that will issue the credit and click "Update" to save.

NOTE: Particularly if you are crediting multiple attendances and the family is on a direct debit agreement, change the effective date of the non-attendance to match the class date.

Repeat this process for each Attendance that you need to remove and credit.

c) Once you have completed the changes for all required Attendances, check the family account balance is accurate.

Option 2

The alternative action is detailed below. This option is to "Credit and Cancel" the remnant Attendances.

This is not recommended as best practice as it cancels out the attendances as if they never existed, so you cannot easily track what has happened. It is also easy to click on the wrong date / class and credit and cancel the wrong lesson.

1. Go to Configuration > System setup > System, and tick the box "Show Credit and Cancel on Attendance", scroll to the bottom and "save changes".

2. Go to the Student's screen. Check if there are any of the remnant Attendances (for the ended enrolment) that have been marked with a non-attendance that does not award a make-up or a credit (e.g. "No Show"). If there are any that actually need to be credited back instead, change these attendances back to "Not Recorded - Blank" so that you can remove them in the next steps. (Change Attendance > select Not Recorded - Blank > update attendance).

3. Next, from the Attendance section on the Student Screen, click on the red "Credit and Cancel" button next to the attendance that needs to be removed. This needs to be done one at a time. This action will credit the lesson value that was charged, and will remove the attendance for this date.

A pop-up confirmation window will appear. Click OK if you wish to proceed, or cancel if you do not.

You will need to repeat this process for each remnant Attendance that you wish to remove.

4. Once completed, check the family account balance.

5. We strongly recommend going back to Configuration and unticking that "Credit and cancel" option again as it should only be used in special circumstances such as this where an enrolment has been ended without crediting back the lessons. The reason being that this cannot be reversed, so it is important to make sure you are clicking on the correct dates.

Last updated 10 May 2023