Check a completed period with a Final invoice run

A Final invoice run checks an enrollment’s completed calculation against its earlier Provisional run. Changes to the relevant care, tuition or funding facts can produce additional charges or credits.

Invoice periods and tuition pricing periods can differ. The Final calculation waits until every pricing period it needs has ended and its required facts are available. Follow the reason shown if a selected cycle cannot yet be finalized.

Prepare the completed period

Check the site calendar, enrollment schedule and other relevant source information. Record closures with the correct dates and reasons. Keep attendance accurate when the calculation depends on it.

Attendance does not replace the agreed service-day rules. A child’s absence can remain chargeable, and a closed day can be paid under the program’s terms. Read billable days and closures when deciding how a day should be treated.

Review and run Final invoices

1. Open Billing → Invoice Cycles.
2. Use Date in period and the filters to find the original enrollment periods.
3. Select the cycles and choose Preview final invoices.
4. Review the differences, projected charges and credits for each enrollment and payer.
5. Resolve any issues and review a fresh preview after changing source information.
6. When the preview is correct, choose Run reviewed batch and check each result.

Use the original cycle when reviewing that period. Choosing a later period does not correct an earlier one.

Understand the differences

Compared with the amount already recorded	What to look for
The amount is unchanged	No additional amount for that comparison.
More is owed	An additional charge.
Less is owed	A credit for the reduction.

A change in who pays can matter even when total tuition is unchanged. Review each payer’s share, and use the subsidy correction guide when an authorization changes.

For example, a family may have been billed $14 for a Wednesday that later becomes an unpaid closure under the program’s terms. The comparison should include that day’s reduction and any related funding changes. This example is a reason to check the dated calculation, not to enter a flat credit without reviewing the other payers.

After the run

Captured runs preserve the calculation and its differences. Check the resulting financial records separately. A credit does not automatically refund money; see payments, credits and refunds.

For later attendance changes, use Correct attendance after billing. Corrections account for differences already recorded.

Home agencies reconcile Site entitlement separately in Site Remittances. An invoice Final run does not reconcile or advance a Site remittance. See home remittance and adjustments.