What are Mass Adjustments?
These give the ability to make multiple discounts and refunds by student or by event. There are two tabs within the main Fees tab.
Mass Adjustment by Student - Adjust certain events for one student, examples: removing all charges or reducing certain ones by half.
Mass Adjustment by Group - Adjust events for a specific group, example: reduce the charge of an event by 5.00.
Who can make Mass Adjustments?
These two tabs are visible only to those with the Advanced Fees role. This is to prevent accidental mass adjustments which may cause issues with large volumes of adjustments made. See this article for help with Assigning Staff roles.
This video will show you how to make mass adjustments (for discounts and refunds) by student or by event in SchoolsBuddy from the Fees tab.
Mass Adjustments
Making Mass Adjustments by Student
- Go to the 'Fees' tab
- Go to 'Mass Adjustment by Student'
- Use the Student search field to find required student
This will return all available events to adjust within the From and To dates (4). Ensure to amend these if required, to cover the period of transactions to adjust.
For each Event, fees details are displayed with Fee Charged, Adjustments made, Payments made and what the Outstanding balance is.
These results can then be filtered by Group/Year (5) and can be set to include any events where the charges have already been adjusted to zero (6).
Now use the Quick Adjust button following the steps below.
Making Mass Adjustments by Event
- Go to the 'Fees' tab
- Go to 'Mass Adjustment by Group'
- Use the Group/Year filter to find the relevant Group or Year of the Event to be adjusted (change Events From and To dates if needed)
- Select the relevant Event from the Event dropdown
This will display all students booked into the Event with details of Fee Charged, Adjustments made, Payments made, and what the Outstanding balance is.
Now use the Quick Adjust button following the steps below.
How to use Quick Adjust
Clicking the Quick Adjust button from either the Student or Event Mass Adjustment tabs will produce a popup.
To adjust using Quick Adjust there are three options:
Set Custom Amount (reduce all event charges by the same amount)
- Select Set Custom Amount
- Enter an amount and click Submit
- This will populate all fields in the Amount to Adjust column with that amount set
- If payments have been made for the event charges, the custom Custom Amount set will populate the Transfer to Parent Wallet column fields
- To complete the process follow the final steps below
Clear Total Fee (reduce event total charges to zero)
- Select Clear Total Fee and click Submit
- This will populate all fields in the Amount to Adjust column with the Fee Charged
- If payments have been made for the event charges, the custom Custom Amount set will populate the Transfer to Parent Wallet column fields
- To complete the process follow the final steps below
Clear Outstanding Charges (write off all event outstanding charges)
- Select Clear Outstanding Charges and click Submit
- This will populate all fields in the Amount to Adjust column with the correspondence Outstanding column value
- To complete the process follow the final steps below
Final Steps
- At this point individual rows in Amount to Adjust column can be manually changed
- Add in a Description for reference
- Choose the Reason for adjustment for reference
- Click Submit, then Confirm
- The page will update showing a ‘Success’ message, and all adjusted amounts will show in the Adjustments column