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
- Check the Include Deleted box if you wish to find a student who has left
- Adjust the dates if required
- This will return all available events to adjust within the date range. 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 and can be set to include any events where the charges have already been adjusted to zero
- If you wish to use the Quick Adjust button to adjust all fees at once, please click here and follow the steps
- Alternatively, if you just wish to amend one transaction, you can enter the amount to adjust, enter a description and then the reason for adjustment. If the parent has already paid, this amount would be transferred to the parent wallet
Making Mass Adjustments by Group/Event
- Go to the Fees tab
- Go to Mass Adjustment by Group
- Set the date range if required
- Use the Group/Year filter to find the relevant Group or Year of the Event to be adjusted
- 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
- If you wish to use the Quick Adjust button to adjust all fees at once, please follow the steps below
- Alternatively, if you just wish to amend one transaction, you can enter the amount to adjust, enter a description and then the reason for adjustment. If the parent has already paid, this amount would be transferred to the parent wallet
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