# Post a one-time late fee or vacation credit

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use the common `One-time fee / credit` task for an approved one-family exception. Do not temporarily change the child's saved tuition plan, recurring additional charges, or recurring credits and then try to remember to change them back.

1. Open `Billing & Payments` -> `Billing & invoices`.
2. Select the exact school and family. Confirm the sticky billing context, current balance, open invoices, and recent ledger entries.
3. Select `One-time fee / credit` under `Common billing tasks`.
4. Choose:
   - `Late fee` to post one debit and increase the family balance.
   - `Vacation credit` to post one credit and lower the family balance.
   - `Other credit` or `Other fee / debit` only when the approved reason does not fit a named action.
5. Enter the approved positive amount and `Applies to date`. The balance changes when posted; this date identifies the service or policy date in the ledger. Do not enter a minus sign; the selected action controls whether the ledger amount is positive or negative.
6. Add the service week or policy reason in `Statement note`. A note is required for either `Other` action and is shown in the family ledger.
7. Compare `Current balance`, the signed one-time change, and `Projected balance`.
8. Select the named post action and read the confirmation aloud: exact family, amount, balance direction, and assurance that recurring tuition is unchanged.
9. Reopen the family ledger. Verify the named entry appears once, the running balance is correct, and the child's ongoing tuition rate and recurring credits remain unchanged.

This is a ledger adjustment. It does not submit a payment, enable autopay, void or edit an invoice, or repeat on future billing runs. If policy requires a separate formal invoice for the fee, use `Family charge` -> `Custom charge` instead and do not also post a debit.

## Verify the result

Ledger changes once; recurring tuition remains unchanged.

## If something goes wrong

Do not also invoice the same fee or use a temporary recurring-rate change. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Post One Late Fee Or Vacation Credit. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.