How do I manually transfer non-lunch account balances to another school?

Adding student balances manually can be done quickly and easily.  As such, manual entry is the preferred method for transferring balances.  Lunch balances can be transferred via the Account Rollover feature, however, this document explains how to manually transfer student non-lunch balances from one school to another.  Additionally, this document explains how to manually set balances to zero at the school that the balances are transferred from.  Alternatively, when there are many balances to transfer, you can use the option to export balances and then import the balances to the transfer school. Learn more about exporting and importing account balances here

To transfer the balances from one account to another: 

Print Account Balances

Add Account Balances to Transfer School

Set Prior School Account Balances to Zero

Print Account Balances

To print existing balances:

  1. Log in to the school that the students are transferring from
  2. Go to Admin Main > Tuition/Fees > Account Balances
  3. Select an Account
  4. Select Who to Show
  5. Select Where Shown Printable Page
  6. Select to Sort By Last Name
  7. Select additional options
    • Hide inactive students
    • Show school name
  8. Generate

Add Account Balances to the Transfer School

Payment transactions are used to create a starting balance in the new school. To add account balances:

  1. Log in to the school that the students are transferring to
  2. Go to Admin Main > Tuition/Fees > Fees
  3. Select the correct Academic Year
  4. Search for a Student
  5. Select an Account
  6. Create Payment/Deposit
  7. Enter the Date that the balance will take effect
    • This is usually the current date, the first day of school, or the student entry date
  8. Select the Starting Balance Category
  9. Enter the balance amount
    • When the transfer balance is below zero, enter a negative number (-)
    • When the transfer balance is above zero, enter a positive number
  10. Enter a Note to indicate that the balance was transferred. Suggestions are:
    • 2018 Account Balance Rollover
    • Balance Transfer from School Name
  11. Save or Save & Add Another

Set Prior School Account Balances to Zero

Once balances are transferred to the new school, you will most likely need to set them to zero at the prior school.  This can be done manually by applying payments for negative balances and alternatively, applying refunds to positive balances. Before getting started, check to make sure that there is a refund category at the prior school and create one if it does not already exist.

Set Negative Account Balances to Zero

To set a negative balance to zero, create a payment:

  1. Go to Admin Main > Tuition/Fees > Fees
  2. Search for a Student
  3. Select an Account
  4. Create Payment/Deposit
  5. Enter the Date that the balance will take effect
    • This is usually the current date, the first day of school, or the student entry date
  6. Select the Category Payment
  7. Select Payment Method Other
  8. Enter the Amount
  9. Enter a Note to indicate that the balance was transferred. Suggestions are:
    • 2018 Account Balance Rollover
    • Balance Transfer from School Name
  10. Save or Save & Add Another

Set Positive Account Balances to Zero

To set a positive balance to zero, enter a refund:

  1. Go to Admin Main > Tuition/Fees > Fees
  2. Select the correct Academic Year
  3. Search for a Student
  4. Select an Account
  5. Create Payment/Deposit
  6. Enter the Date that the zero balance will take effect
    • This is usually the same date that was used for the balance transfer.
  7. Select the Category Refund
  8. Enter the Amount.  The program will automatically insert a minus sign (-).
  9. Enter a Note to indicate that the balance was transferred. Suggestions are:
    • 2018 Account Balance Rollover
    • Balance Transfer from School Name
  10. Save or Save & Add Another
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