Deposit Behavior

A 0% payer who makes a deposit payment, our system will not create a billing account if their existing billing accounts for the same student. 

  • Example: A 0% payer with 2 other payers 50% / 50% to see where the deposit charge went to. It went to the mom. For this use case, the deposit charge will go to the oldest responsible payer. So if payer_a was created on 1/1/20 and payer_b was created on 1/2/20, the deposit charge will go to payer_a.

In the scenario when there is a 0% payer making a deposit payment, and there are two billing accounts split at 50% / 50%, our system will use the date and time that a billing account was created at to distinguish which account the deposit charge and payment gets applied to. 

Anyone who has greater than 0% responsibility and makes a deposit payment will have the deposit charge and payment on their ledger.

Deposit payments will always be reflected by the opposing deposit charge category, even if there are other billing category balances open. They will be an exception to the billing category prioritization calculation of how payments are applied.

  • Example: If there is a open tuition billing category balance of $100 and a deposit charge of $50, the deposit payment will go to the $50 deposit charge. Regardless if tuition is set above deposit in the billing category prioritization.

Checklist Item Deposits

Along with deposits made through the parent portal, the student checklist also provides a way of acknowledging a deposit has been received when accepting cash, checks, or in person payments.

Whoever is adding the manual deposit, needs to enter an amount, a payment method, a billing account, and a date. Once those fields are inputed, that deposit payment will show up on the billing account you entered. 

Note: If that payment later fails, the charge will automatically get added back to the ledger and the account, but an admin will need to go and uncheck that deposit checklist item.

Contract Fees With "Add To Deposit" Enabled

Any contract fee with "add to deposit" enabled, will post to the ledger as one deposit line item.

  • Example: If you have a contract fee of $1000 deposit for tuition and another contract fee for the payment plan of $50 that has been added to the deposit. If a contract fee is not added to deposit, it will be spread across the payment plan.

Anything posted after the deposit will be net tuition amount on the ledger. If the deposit is larger than the total of the contract, we post the remaining amount to the ledger.

For immediate payment plans (one where the total of the contract is due at once), we don’t post any deposit line items and never post a deposit charge--instead we just post one tuition ledger item with everything from the contract in it (and the payment item, assuming they paid as soon as they submitted the contract).

For Immediate plans only: This will also post on the payer’s billing date, so if they are submitting an immediate plan today 1/22/20, but their billing date was the 15th, we will show one tuition ledger item on the 15th with all the line items from the contract

Deposit Billing Category Fee Allocation

If Deposit billing category is a child category of another category, it will be removed

from fees in the parent category, starting with the highest fee.

If Deposit has a billing category that matches another fee on the contract, it will be removed from fees in that category, starting with the highest fee.

  • Example: Deposit contract fee has a billing category of Tuition that is $1,000. Tuition contract fee has a billing category of Tuition that is $10,000. Summer care contract fee has a billing category of Tuition that is $2,400. Deposit will be taken from Tuition which is the larger amount.

If neither of those, it will be removed from fees in order of billing category position.

We have this behavior so that if an admin wants to change the deposit category to something else, it will update.

Additional Resources

To find out more about deposits and registration fees click here.

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