This occurs when using multiple AR accounts, and when a Payer is responsible for paying for more than one student's balance. An Advance Deposit charge will be added to each student's Activity tab. Then the Payer will make a separate payment for each of the Advance Deposit charges. In other words, if the Payer is responsible for 3 student balances, there are 3 Advance Deposit charges (one on each student's record) so the Payer makes 3 separate payments. When the payments are entered in Student Billing, the Deposit they are entered into will have an Application Restriction so that the payments will be automatically applied to the Advance Deposit charges. Because the Payer is responsible for more than one student's balance, each payment will be split (the split will be calculated based on a Business Rule set up in Configuration). Once the payments are saved, if we open the payments from the Activity tab of the Payer at least one of the payments may be hitting the unapplied AR account even though it is fully applied. The other payments hit the correct AR account.
We are currently evaluating this issue and will update this article when we have more information. In the meantime, when adding the payment to the Deposit, follow these steps:
1. Open the Deposit 2. Go to the Payments tab 3. Click Add Payment 4. Enter amount 5. Go to the Student Billing Detail tab 6. All the Payees will be listed in separate rows. Delete all but one Payee/row by highlighting it and selecting Delete. 7. In the column labeled Apply This Amount, enter the full amount (or 100% if percentage option is chosen). 8. Save and Close. 9. Repeat for each payment made by a Payer responsible for more than one student's balance.
Steps to Duplicate
Student Billing must be set up with multiple AR accounts. This article does not apply to clients with only one AR account.
Check Configuration Business Rule: 1. Go to Configuration > Business Rules 2. Highlight General on the left-hand list 3. When testing, the rule was set as: Distribute payments: [Proportionally based on the balance] using [Overall balance] - Any of the available selections in the drop down menues for this rule will still result in payments being split with a Payer is paying for more than one student. 4. Press F1 to view the Help Topics file on General Business Rules. 5. Scroll down to the Distribute Payments  section to view the options, examples, and important notes.
Find an existing family or create a test family that has one Payer responsible for 100% of the balance of 2 or more students.
Add the Advance Deposit to each student record. 1. Open the student record 2. Go to the Activity tab 3. Select New Advance Deposit from the far left of the dark grey tool bar. 4. Fill out the Item/Description and Amount. - Make sure to take note of the amount because the payment will be made in the same amount. 5. Save and Close 6. Repeat steps 1-5 for the other student record that the Payer is responsible for.
8. Add a Deposit 9. On the Defaults tab of the newly added Deposit, add the Application Restriction for Advance Deposits in the Default Application Restriction drop down. 10. On the Payments tab, add a payment from the Payer for the amount of one Advance Deposit (Refer to Step 4 above) 11. Add another payment from the same Payer for the amount of the other Advance Deposit. 12. Save and Close
13. Open the Individual Record of the Payer 14. Go to the Activity tab 15. See the status of both newly added payments is Fully applied. 16. Open one of the payments that was just entered in Step 10 and 11. 17. If you go to the Student Billing Detail tab, you will see the payment is fully applied, partially to one student's Advance Deposit, and partially to the other student's. 18. Go to the GL Distribution tab. 19. See the payment is either hitting the correct AR accounts or the unapplied payments AR account. If the payment you opened is hitting the correct account, the other payment will be hitting the unapplied payment account.