Correct attendance after billing

Attendance can change after a Final invoice run has recorded the period. Correcting an attendance entry does not automatically change the charge: the applicable tuition and billable-day rules still decide whether the amount changes.

Use an attendance correction to compare the updated attendance with the completed result. The correction records only the remaining difference, including any earlier corrections for the same dates.

Make the attendance record accurate first

Confirm the child’s attendance and care schedule for the affected dates before starting the correction. Check closures and the payer arrangements that applied during the period as well.

Use the dates when the care changed. Do not move the correction into the current month simply because that is when you discovered it.

Open the completed Final result

Open Billing → Invoice Cycles, find the child’s Enrollment and original period, and open its completed Final run. Check the Correction period before selecting Review attendance correction for the affected dates. A tuition change within the invoice period can produce more than one correction option; each option covers its own dates, including dates with no original charge.

The Review attendance correction window recalculates the period from the current attendance information. Review:

• Previously recorded: the amount already established by the completed result and earlier corrections.
• Corrected amount: the amount supported by the attendance now recorded.
• Correction: the remaining difference to record.
• Dated payer amounts: the dates, payers and portions behind that difference.

Read every payer’s line. The total can stay the same while responsibility moves between the family, a subsidy agency or another funding source.

Save and post the correction

Add an optional note if it will help explain the change, then select Create correction draft. Saving the draft does not change a balance yet. It gives you one more chance to review the result.

When the draft is right, select Post reviewed correction. Posting records the correction once. An increase in responsibility creates a charge; a decrease creates a credit.

If the corrected facts changed after you opened the review, close it, open a fresh review and check it again before posting.

What happens next

The posted correction becomes available to the next eligible settlement. In most cases, a family charge or credit is handled with a later invoice. The correction does not itself issue an invoice, record a payment or return money.

If the amount needs to be dealt with before the next regular billing cycle, follow the program’s separate billing process using the posted correction as the source. Do not enter a second correction for the same difference.

See payments, credits and refunds before telling a family that a credit has been applied or refunded.

If the review is held

The correction window explains when the saved billing history does not contain enough exact information to post safely. Keep the original result available, check the source records and get help before creating a manual charge or credit.

Review each affected Site period

For home care, review the separate Site remittance correction even when the family’s total stays the same. An invoice period can overlap more than one Site remittance period. Each affected Site period has its own recognized amount, remaining balance and recorded payee.

A posted correction can leave an amount ready for a later Site Reconciliation run. Review it in Billing → Site Remittances before running the reconciliation.

When the correction offers Issue remaining amount now, choose the affected Site period and review its remaining amount, Obligation date and Due date. The action creates a payable for that period’s remaining amount; it does not record a bank payment. Do not add the same amount again manually.