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AR Credit Details

Posted October 27, 2026

AR Credit Details

AR Credit Details is the page that records one AR credit: the customer it is for, its amount and accounts, and the invoices it pays. It opens from the Details link of a credit at Finance > AR > Credits. You need the FinanceAR Full role to make changes, or the FinanceAR Read role to view it.

What can be changed depends on the credit's current status:

- Before it is posted, every field can be changed.
- A credit is posted from its Post tab, which requires the FinanceGL Full role. After that, the Debit Account, Customer, Credit Date, Credit Amount, Earn Date, Classification, and credit accounts are locked. The Person, Credit Type, Customer Memo, Internal Memo, and invoice amounts can still be changed until the credit is finalized, unless it is a Deferred Credit.
- A posted credit with an Earn Date and a deferred or unearned revenue credit account is a Deferred Credit. A Deferred Credit cannot be changed, because changing its invoice amounts changes the general ledger.
- A finalized credit cannot be changed.
- A voided credit cannot be changed.

Debit Account is the account debited by the credit. It is required. It cannot be changed once the credit is posted.

Customer is the customer record or household record the credit is for. It cannot be changed once the credit is posted.

Person is the student or inquiry the credit is for. The list shows the students and inquiries of the customer, and an asterisk marks each person the customer is the bill-to for. Leave it blank when the credit is for the whole household. Choosing a person limits the Invoices section to that person's invoices. When your school calculates balances by student, the credit counts toward the balance of the person chosen here, as Balance Calculation - By Student explains. The person can be changed after posting until the credit is finalized, because it does not affect the general ledger; invoices the credit already pays stay allocated. The person cannot be changed on a Deferred Credit.

Credit Date is the date of the credit. It is the date the credit reaches the general ledger, and it decides which fiscal year the credit falls in. It cannot be changed once the credit is posted.

Credit Amount is the total of the credit. Changing it spreads the amount across the invoices below, starting with the first. The Credit Amount cannot be changed once the credit is posted.

Earn Date is the date the credit is recognized as revenue. It appears only when the Deferred Schedule setting in Application Setup is in use. It is required when a credit account is a deferred or unearned revenue account, must be blank otherwise, and cannot be before the Credit Date. Earn Date Revenue Recognition explains how it is used. It cannot be changed once the credit is posted.

Credit Type is the kind of credit. Its choices are configured by clicking the Credit Type link, which requires the FinanceAR Full and DBA Full roles. It can be changed until the credit is finalized, unless it is a Deferred Credit.

Customer Memo is the note that appears on the credit the customer receives. It can be changed until the credit is finalized, unless it is a Deferred Credit.

Internal Memo is for your staff only. It can be changed until the credit is finalized, unless it is a Deferred Credit.

Classification appears when your school uses classifications. Changing it also changes the classification of each credit account that had the previous classification or none. It cannot be changed once the credit is posted.

Course appears only on a credit recorded for a course, and shows that course.

Is Posted, Is Finalized, and Is Void show whether the credit has been posted, finalized, or voided. Posting, finalizing, and voiding are done from the Post, Finalize, and Void tabs, which require the FinanceGL Full role. Reason For Voiding shows the reason entered when the credit was voided.

Financial Aid shows the financial aid award the credit was created from, as a link for users with the FinancialAid Full or FinancialAid Read role. On a credit created from an award, the Customer, Person, Debit Account, Credit Amount, Classification, and credit accounts cannot be changed. Applying Financial Aid Awards as Customer Credits explains how these credits are created.

Credit Accounts lists the accounts credited and the amount for each. The amounts must add up to the Credit Amount. Add Credit Accounts adds more rows. No more than one credit account can be a deferred or unearned revenue account. The credit accounts cannot be changed once the credit is posted.

Invoices lists the unpaid invoices of the customer, the invoices of the customer's students and inquiries, and every invoice the credit already pays. Enter the amount to apply to each invoice in Distribution; Remaining below the column shows what is left to allocate, and the allocations cannot add up to more than the Credit Amount. A highlighted row is an invoice whose customer is not the bill-to for that person. Deferred / Unearned appears only when the Deferred Schedule setting is not in use; choose an unearned or deferred revenue account there when the invoice was issued after the Credit Date and no credit account is a deferred or unearned revenue account. Allocating AR Receipt/Credit - Individual walks through the steps. Invoice amounts can be changed after posting until the credit is finalized, unless it is a Deferred Credit.

Save And New saves the credit and opens a new credit, and Save And Next Credit saves it and opens the next selected credit.

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AR Credit Details

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