Managing Bill Payers

Changing Bill Payers

There are two ways to change a child's designated billpayer. We can either use the Change Bill Payer button in the child's Account tab (or billpayer's Transactions tab), or setup a different billpayer in the enrolments.

Change Billpayer Button

This method is recommended for use when we want to have only one billpayer carry all past and present invoices, which is commonly the case for most families.

1. Go to the child's Account tab (or billpayer's Transaction's tab)
   
2. Click the Change Bill Payer button
3. Select the contact you want as the new billpayer
4. Click Change

What this will do is change the current billpayer to the newly selected contact and transfer all existing financial transactions from the old billpayer to the new billpayer.

Enrolment Set Up

This method is recommended for use when we want to have invoices for previous enrolments remain with the old billpayer, and new invoices to go to the new billpayer on a moving forward arrangement.

1. Go to the child's Enrolments tab
2. Click on the Change enrolled times and resume button
3. Once on the enrolment screen, set the Effective From field to the first day the new billpayer will take over
4. Change the contact in the Bill Payer field dropdown
5. Save the enrolment

Beginning the new enrolment, all invoices will be sent over to the new billpayer. All previous financial transactions will not be moved and will remain with the old billpayer.

Considerations

• When we change billpayers, it is important to remove any payment patterns saved on the old billpayer's profile. Go to the old billpayer's Contact Details tab, and check under the Bill Payer Details section - Previously matched Payment Patterns field. 
• If these are not removed, all payments will continue to automatically go to the old billpayer. Debit will build up in the new billpayer's Account and credit in the old billpayer's Account.
  If this happens, the easiest way to fix things is to first remove the payment patterns saved from the old billpayer, then go to their Transactions tab and use the Change Billpayer button.

• The Change Bill Payer button method cannot be used for complex scenarios. You will be prompted with an error message saying you cannot continue due to the scenario being too complex. This happens when the current billpayer you would like to change is also a billpayer for another child who is not associated to the new billpayer (nor is linked to the child being updated).
  
  
• The system will not be able to continue because this method transfers all invoices from the old billpayer to the new billpayer. But if the new billpayer is not in any way associated to the other child the old billpayer has, then they have no business getting that specific child's invoice. The only way to change billpayers then will be via the enrolments.
  
  
  
• When you change billpayer via Enrolments, make sure to split the enrolment on the day the new billpayer takes over (instructions above).
  
  
• One of the most common mistakes users make is updating the billpayer for the entire enrolment. If we do this, all invoices under that period of enrolment will be reversed for the old billpayer as accordingly, since they are no longer associated to that enrolment, they should not have any of its invoices. But do not worry, as all reversed invoices will be recreated in the new billpayer's account during the next invoicing cycle (or you can do it immediately via manual means using the Create Invoice button).
  
  
• Most importantly, choose the method that will best cater to the scenario.

Splitting Payments between Bill Payers

• Go to the Enrolment screen
• On the Bill Payer row, lower the amount of the Paying % or Regular $ fields to not cover the entire fee
• Once lowered, a new Bill Payer row will appear to complete the fee
• Select the new bill payer by either choosing one from the dropdown or creating a new contact via the Add New button
• Update the amount to be paid by both billpayers