Play : Credit Note

Play Module Credit Note Guidelines

Overview

A Credit Note in the Play Module is issued to reverse or adjust a previously invoiced activity purchase. It ensures financial accuracy and proper tracking of refunds, cancellations, or corrections related to after-school activities.

Common Reasons for Issuing Credit Notes

1. Activity Cancellation – When an activity is canceled by the school (e.g., insufficient participants, scheduling conflicts, or weather-related cancellations).

2. Withdrawal from Activity – When a parent withdraws their child from a paid activity before it begins and is eligible for a refund under school policy.

3. Duplicate or Wrong Registration – When a student was mistakenly enrolled in the wrong activity or registered twice for the same session.

4. Overpayment – When a parent pays more than the total activity fee due to manual payment errors or system duplication.

5. Fee Adjustment – When a change in pricing or discounts needs to be applied after invoicing.

6. System or Record Correction – When an activity fee was incorrectly posted or linked to the wrong student account.
   
   

Pre-requisites Before Issuing a Credit Note

Before creating a Credit Note, ensure the following are completed:

• Credit Note Configuration in the Play Module Config section is properly set up.

• The Student Billing Profile is fully completed.

• The Person-in-Charge (PIC) or staff handling the Play Module has permission to create, verify, and approve Credit Notes.
  
  

Steps to Issue a Credit Note

1. Search for the Student’s Name – Locate the student who was registered for the activity.

2. Click Add Credit Note.

3. From the Invoice Drop-Down Menu, select the specific invoice related to the activity.

4. Choose the Activity – Select the activity or program to be credited.

   • Adjust the amount if needed.

   • By default, the credit note will reflect the original activity fee.

5. If multiple activities are listed under the same invoice and you only wish to credit a specific one, remove the others.

6. Once created, the Play Report will automatically update to reflect the transaction:
   The credited activity will be shown as “Unsubscribe” in the report.

7. The PIC must verify and approve the Credit Note to finalize the process.

8. Under the Approved Credit Note tab, all approved notes will be listed, showing whether each credit has been utilized or not.

9. During the parent’s next Play activity purchase, the system will automatically apply the credited amount as a deduction.
   
   

Important Notes

• Approved Credit Notes cannot be deleted or edited.

• Always verify activity details and student enrollment before approval to maintain accurate records.

• All Credit Note actions are logged in the system for audit and reporting purposes.

• Schools are encouraged to establish a clear refund policy for activity withdrawals or cancellations to maintain consistency.