Reschedule Invoices
The Reschedule Invoices feature allows you to write off outstanding amounts from selected enrolment invoices and generate new ones with updated due dates and amounts. This is useful when a student’s payment plan needs to be adjusted, while still maintaining a full audit trail of the original invoices and the changes made.
Considerations When Rescheduling Invoices
Invoices with any outstanding amount can be rescheduled.
All items with a due amount from the selected invoices will be included in the reschedule. Individual items cannot be selected.
The outstanding balances on the original invoices will be written off.
The total value of the new invoices must equal the outstanding balance of the original invoices.
The system calculates the amounts for the new invoices based on the number of weeks covered by the original invoices (when possible). If the original period or the number of new invoices can’t be evenly divided, the amounts may differ—but the total will always match the original due amount.
For example, if a single invoice for a 13-week course totals $2,600 ($200 per week) and is rescheduled into 2 invoices, one will cover 7 weeks ($1,400) and the other 6 weeks ($1,200).
New invoices can only be created using the Invoices/Instalments Generator.
Rescheduling is a permanent action and cannot be undone.
Known Limitations
Keep in mind the following limitations when rescheduling invoices:
Amounts on the new invoice items cannot be manually adjusted at this stage.
Descriptions on the new invoice items are automatically set to the product’s Display Name as defined in the product settings, but can be edited if required.
Reschedule Invoices
Rescheduling invoices lets you create new ones with updated dates and amounts, while writing off the originals. No changes are applied until you complete the final step.
Step 0: Start the Reschedule Process
Open the enrolment and go to the Fees tab.
Click Reschedule Invoices from the actions panel.
A pop-up window will open to begin the process.
Step 1: Select Invoices to Reschedule
Only invoices with an outstanding balance are listed.
Select the invoices you want to reschedule, then click Next.
Note: Individual items cannot be selected. All items with an amount due will be included.
Step 2: Select Fees for the First Invoice
Select any fees you want to include only in the first new invoice. These fees will be added in full and not split across multiple invoices.
Note: Only eligible fees from the invoices selected in the previous step are shown.
Click Next to continue.
Step 3: Choose Invoice Generation Method
Select how you want the new invoices to be created.
If you're unsure which option to choose, refer to this article.
Click Next to proceed.
Step 4: Configure Invoice Details
Enter the required settings for the new invoices based on the selected method.
For more information, see this article.
Click Next to continue.
Step 5: Review, Update and Confirm
No changes have been applied yet.
Review the invoice preview and make adjustments as needed. To update a value, click on the relevant cell and enter the new information (note: not all cells are editable).
You can go back to previous steps to make changes or cancel the process.
When you're ready, click Submit.
The new invoices will be added to the Fees grid, along with credit write-off transactions for the original invoices.
New entries will also be added to the original invoices and the enrolment logs.