Collect payments
Correct mistakes and adjust balances
Choose the correction that matches the mistake and preserve the history of real payments.
2 min readReviewed 26 October 2026
Before you begin
- Permission to adjust fees.
- A checked pupil account and a clear reason for the change.
On this page
Choose the right action
| Situation | Use |
|---|---|
| Money was actually received | Record Fee. |
| A fee or scholarship should change | The fee, charge or scholarship setting. |
| Debt existed before starting Fees | Opening arrears. |
| The remaining amount is incorrect | Fix fee figures (mistakes only), with a reason. |
| A recorded paid amount needs an authorised adjustment | The debit/credit adjustment offered for that record, with a reason. |
Fix an incorrect remaining balance
- Step 1. Open the pupil’s fee actions and select Fix fee figures (mistakes only).
- Step 2. Check the current amount paid and remaining balance shown.
- Step 3. Enter the correct remaining amount and indicate whether it is owing or a credit.
- Step 4. Provide the reason. If the cause is unknown, state that clearly instead of inventing a payment.
- Step 5. Review the change, complete device verification if requested, then save.
- Step 6. Reopen the record and check the balance and adjustment history.
Understand the limits
A balance correction changes what remains; it is not a new cash collection. Credit cannot exceed the amount already paid or credited. The app checks that the figures have not changed while you were editing. If it reports a conflict, close the form and reopen the current record before continuing.
Balances carried to another term
If a balance has already been transferred forward, correct it in the current term. Do not rewrite a historical period to hide the transfer. Keep the reason and supporting school records so the change can be explained later.
Still need help? Open Support in School Fees or email Warmkeys.