Important: The term “credit” is used in two different ways. A “make-up credit” is used to give a student a free lesson at some future date. A “financial credit” is used to reduce the amount of money that a family owes you.
In general, it’s not necessary to explicitly enter a refund or credit for a missed lesson. My School Books will automatically adjust the family’s account when you set the attendance for the lesson. Here’s what happens:
- Absent, Notice Given – Any charge for this lesson will be removed, and no makeup credit is given to the student.
- Absent, No Notice ($) – The family is charged for the lesson, and no makeup credit is given to the student.
- Absent, Makeup ($) – The family is charged for the lesson, but a makeup credit is given to the student.
When you use a makeup credit, the charge for that lesson is removed (because it was paid for originally when the make-up credit was issued), and one make-up credit is deducted from the student. The “Present, Use Make-Up” attendance option is only visible if the student is owed makeup lessons.
Since My School Books will automatically remove the lesson charge if you select “Absent, Notice Given“, there’s no need to add any additional credit the family’s account.
If for some reason you need to issue a financial credit to a family, you can do it on the Families & Invoices page. Click the “Add Payment or Credit” button and select the “I am adding a credit to this family’s account.”. Enter the date, the amount of the credit and a brief description of why you’re crediting this family, then click “Save”. This will reduce the amount the family owes you on the next invoice.
Important: Do not select the “I am refunding this family.” option unless you are physically handing money to this family (either as cash, a cheque, through PayPal or some other means). 99% of the time you’ll just want to credit the family’s account. If you return money to a family (due to overpayment or for any other reason), select the Refund option. The difference is subtle, but has an important implication at tax time.