Corrections and Reporting

Finance corrections preserve the record. Use them when a charge or payment was entered by mistake.

Cancel A Charge

Cancel a charge when the charge itself is wrong and no recorded payment has been allocated to it.

Requirement	Meaning
Charge is active	Already cancelled charges cannot be cancelled again.
No recorded allocations	Paid or partially paid charges need payment correction first.
Reason	Staff must explain why the charge is being cancelled.

After cancellation, the charge no longer counts as an amount owed.

Reverse A Payment

Reverse a payment when the payment record is wrong.

Requirement	Meaning
Payment is recorded	Reversed payments cannot be reversed again.
Reason	Staff must explain the correction.

After reversal, the payment no longer counts toward the student's balance. If the payment was allocated to course fees, related commission records may also be corrected.

Correction Pattern

Problem	Recommended action
Wrong unpaid charge	Cancel the charge, then create the correct one.
Wrong paid charge	Reverse the payment first, then handle the charge correction.
Wrong payment amount	Reverse the payment, then record the correct payment.
Payment allocated to wrong charge	Reverse the payment, then record it again with the correct allocation.

Do not create negative payments or unclear extra charges to hide mistakes.

Payment Register

Use the payment register to review payments across students.

Control	Use it for
Search	Find payments by student or payment details.
Status filter	Show all, recorded, or reversed payments.
Received date range	Review payments received during a period.
Export	Download payment data for reporting.

Open a payment to see amount, received date, received by, notes, allocations, and reversal details if applicable.

Check Before Leaving

Correction reason is clear.
Student balance makes sense.
Charge and payment statuses are correct.
Payment register shows the expected result.