There are a few ways to adjust a bill payer's balance in Famly, depending on whether you want the change to show on their next invoice or take effect straight away. All of these methods can be accessed by going to a child's Bookings tab, then clicking an option from the Add dropdown.
How to Add a Credit
A credit increases a bill payer's balance and will be picked up on their next invoice. To add one:
Go to the child's profile and open the Bookings tab
Under the bill payer, click Add and select Credit
Enter the amount and add a note if needed
Click Add
How to Add a Surcharge
A surcharge reduces a bill payer's balance and will be picked up on their next invoice. To add one:
Go to the child's profile and open the Bookings tab
Under the bill payer, click Add and select Surcharge
Enter the amount and add a note if needed
Click Save
A Note on Credit Notes
A credit note is different from a credit. When you cancel an invoice, Famly automatically issues a credit note, which works like a receipt of that cancellation. It brings the bill payer's balance back to where it was before the invoice was raised, so the two cancel each other out.
š” You can't cancel or delete a credit note. If you need to charge the bill payer again after cancelling an invoice, simply raise a new invoice. There's no need to manually adjust the balance, as the credit note has already taken care of that
How to Adjust a Balance Without Invoicing
If you need to correct a balance straight away without waiting for the next invoice, you can add a payment with a positive or negative value instead.
To do this:
Go to the child's profile and open the Bookings tab
Click Add and select Payment
Enter the amount. To deduct from the balance, enter a negative number, for example -10 for -Ā£10
Set the payment method to Other and add a note to explain the adjustment
Click Save
The payment will show in the bill payer overview and the balance will update straight away.
š” If you have a credit note on an account that you'd like to address, do not use this method to adjust it. A credit note is automatically issued when an invoice is cancelled and acts as a record of that cancellation. If you'd like to charge the bill payer again for that period, simply raise a new invoice and it will cancel out the credit note.
How to Record a Refund
If a bill payer has overpaid and is in credit, you can use the same method to record a refund. Famly doesn't process refunds directly, so you'll need to send the money from your bank account separately. Once you've done that, you can reflect it in Famly to keep the balance accurate.
To record a refund:
Go to the child's profile and open the Bookings tab
Click Add and select Payment
Enter the refund amount as a negative number, for example -10 for a Ā£10 refund
Set the payment method to Other and type Refund in the note field
Click Save
š” You'll still need to send the refund from your bank account outside of Famly. Once it's been sent, add the negative payment to reflect it on the bill payer's account
The refund will be reflected in their balance, and they'll no longer show as being in credit.