TABLE OF CONTENTS


Why Students Should Not Have Unpaid Bills in Previous Groups?


A student pays for education according to a student's financial plan. If the student is transferred to another group, the student has to pay for education in the previous group. The bills that the student does not have to pay should be corrected. Failing to do that would lead to the student's payments in a new group cover the unpaid bills in the previous group. This will end up showing incorrect student's balance in GEGI, e.g., in the Customer Balance Detail Billing and Statements of Obligation reports.


That is why before the student is transferred to a new group, the student's unpaid tuition bills in the previous group should be checked and corrected if the student does not have to pay them.


When Do Tuition Bills Become Voided Automatically?


All unpaid tuition bills become automatically voided when switching Stage of Pipeline in Group to DROPPED. If a tuition bill is paid partially, its amount is changed to the paid amount.

Switching Stage of Pipeline in Group to NOT STARTED makes all bills voided automatically. The only exception is the tuition  bill for the registration fee, it does not become voided automatically.


What to Do if a Student Does Not Have to Pay the Assigned Tuition Bills?


In this case, the student's Tuition Bills and Expected Payments should be corrected. This can be done in two ways.


1. Create Draft Expected Payments in the previous group and cancel the unneeded bills. Then populate Expected Payments again.


To cancel tuition bills, do the following:

  1. Open the Enrollment Agreement draft or create a new one.
  2. Open the Expected Payments for editing.
  3. Select the tuition bill that should be canceled and click the Void button:



Note: The cancelled tuition bills can only be restored all at once (there is no way to choose which tuition bills to restore). If you have cancelled more tuition bills than needed, restore all of them and cancel the ones you need again.


2. Correct the balance using the Calculate EP/Tuition Bill panel on the Student "Name": Expected Payments page:



The Calculate EP/Tuition Bills panel shows the current sums:

  • Student Must Pay - the total amount the student must pay for education.
  • Unpaid EP/Tuition Bills - which unpaid bills the student has (due Expected Payments).
  • Remaining Balance - how much is left for the student to pay (this sum is not in the Expected Payments yet).


The Change "Student Must Pay" to, $ field allows changing the sum the student must pay for education. After the new sum is set, the system will automatically recalculate and correct Tuition Bills and Expected Payments.