A Misc - Credit lowers what a family owes, and a Misc - Debit raises it. Add either one on the family's Account Overview with Add Transaction. Neither moves money: a Misc - Credit isn't a refund and a Misc - Debit isn't charged to a card. The family spends a credit at checkout, and pays a debit when they sign in.
Applies to: Admins whose role includes Add Transaction · All plans (the GL Account field: Elite and Enterprise) · Customer accounts
Where: Customers > Account Management > Search > (customer) > Account Overview > Add Transaction
Credit or debit?
| You want to | Use | For example |
|---|---|---|
| Lower what a family owes, or give them money to spend on a later order | Misc - Credit | A discount after registration, a sponsor's free spot, a waived add-on fee, a goodwill credit |
| Raise what a family owes | Misc - Debit | A late fee, a uniform, a fine, a charge that was missed |
| Record money the family paid you outside TeamSideline | Payment - Check, Payment - Cash or Payment - Other | A check handed in at practice |
| Give money back | A card refund or Refund - Manual | A family leaving the program |
Add a Misc - Credit or Misc - Debit
- Go to Customers > Account Management > Search, enter the customer's name and click Search. If the family has no account yet, click Add Account to create one.
- Click the account holder's name to open Account Overview.
- Under Account Balance, click Add Transaction.
- In Transaction Type, choose Misc - Credit or Misc - Debit.
- Enter the Amount as a positive number. The type decides whether it lowers or raises the balance.
- For a Misc - Debit, optionally choose the Program the charge is for, and, if an Associated Organization list appears, the organization whose payment gateway should receive the payment. For a Misc - Credit, choose a GL Account if that list appears.
- In Comments, say what it's for, up to 100 characters. The family sees it.
- Optional: check Email Confirmation ("Send Confirmation Email to Customer") to email the family about it.
- For a Misc - Credit, if an Applies To table appears, decide whether to apply the credit to something the family already owes (see below).
- Click Add.
What you'll see: "Transaction Added." and the transaction under Account Balance. The balance goes down by a Misc - Credit or up by a Misc - Debit. A credit balance, money the family can spend, shows in parentheses, and a balance of zero shows as --.
Applying a credit to something already owed
The Applies To table lists what the family still owes, oldest first, with each item's Non Reconciled (unpaid) amount. It appears only when something is unpaid.
- The credit is for an existing charge, such as a registration you're discounting or an add-on you're waiving: enter the amount in Amount To Apply on that row. The registration then shows as paid on the account's Enrollments tab.
- The credit is for a future order: leave the table blank. Keep in mind that a credit always lowers the account's total balance, so anything the family already owes uses it up first. Make the credit big enough to cover both if it should also pay for the new registration.
How the family uses a credit or pays a debit
- A credit: with Apply Credit ("Enables Credit Balance usage on Checkout") set to Yes under Programs > Configurations > General, the family sees "Your account has a credit balance of" and the amount at checkout, and checks Yes, apply my account credit to this order. The credit pays for up to the whole order, add-ons included, and anything left stays on the account. When you place the order for them, the credit already on the account offsets the new charges.
- A debit: the family sees the balance when they sign in and pays it by card with Pay Balance, when Enable Pay Balance is Yes on the same page. You can also take a card payment with Place Order > Add Balance Payment, or record a check or cash with Add Transaction.
Correct, reverse or move an amount
- Added by mistake and not used yet: click the red X (Delete Transaction) next to it under Account Balance and confirm. This needs the Delete Transaction permission. Deleted transactions show struck through when you check Show deleted.
- A credit that's partly used, or one you're taking back: don't delete it, because deleting a used credit puts what it paid for back on the balance. Add a Misc - Debit for the amount you're taking back, with a comment.
- Moving a credit to another family's account: there's no transfer. Add a Misc - Debit for the amount on the first account and a Misc - Credit for the same amount on the other, with a comment on both that says where it went. Next time, add the credit to the account that will use it.
- Credits don't expire. An unused credit stays on the account until a family spends it or you reverse it with a Misc - Debit.
- Charging a late joiner less: program fees can't be pro-rated. Register the person at the full fee and add a Misc - Credit for the difference, applied to the registration, or register them in a separate offering with the lower fee.
- Many accounts at once: use the Transaction Import, which adds credits and debits from a spreadsheet.
If it doesn't work
- "Transaction Type required." or "Amount required." Choose the type and enter an amount above $0.
- "Applied amount is greater than the reconcile balance." An Amount To Apply is more than that row's Non Reconciled amount.
- "The applied amount is greater than the transaction amount." The Amount To Apply entries add up to more than the credit's Amount.
- There's no Add Transaction button, or Misc - Credit or Misc - Debit isn't listed. Your admin role doesn't include Add Transaction, or Transaction filters on your admin user limit the types you can add. Ask an admin who manages users.
- There's no Program field for a Misc - Credit. That's expected: Program appears only for a Misc - Debit, so a credit can't be tied to a program. Apply the credit to the registration instead.
- There's no GL Account field. It appears for a Misc - Credit only when your role has the GL Account permission, which comes with the Elite and Enterprise plans.
- The family doesn't see the credit at checkout. Apply Credit is No, or something the family owes has used the credit up. The credit box is also not offered when they pay a balance with Pay Balance.
Good to know
- A Misc - Credit applied to a registration counts toward its Paid Amount (Reconciled) in the Enrollment Information report, the same as money received. Say what it was in Comments so it can be told apart later.
- The confirmation email, "Transaction Confirmation | (your organization)", says that your organization "has added a" Misc - Credit or Misc - Debit for the amount, and quotes your comments. It goes to every parent on the account with an email address. The check box keeps the choice you made last time.
- Every transaction you add is recorded in the Activity Log (Enhanced plan and up).
Related articles
- How to charge a family an extra fee or bill them for an amount owed (Misc - Debit)
- How to discount a registration fee (coupon or Misc - Credit)
- Why doesn't a coupon discount an add-on fee? (use a Misc - Credit)
- How to give an account credit for sponsorships, discounts or free registrations (Apply Credit)
- How to add credits and debits to many accounts at once (Transaction Import)
- How to record a cash, check or other offline payment