Adjust Fees After Payment (with Justification)

Adjust Fees After Payment (with Justification)

Adjust Fees After Payment (with Justification)

Overview

This workflow updates an existing fee after payment activity and captures required adjustment justification for audit.

Prerequisites

  • You can access /Fees/Index and open fee edit actions.
  • Your role allows fee updates for paid/partially paid records.
  • You have valid adjustment reason options for your tenant policy.

Step-by-step Procedure

  1. Open /Fees/Index and locate the fee record.
  2. Open Edit for the target fee.
  3. Update allowed fee fields (amount and other editable metadata).
  4. If payment activity exists on the fee, complete required justification fields:
    • Adjustment Reason Code
    • Adjustment Comment
  5. Select Save Changes.
  6. Verify downstream impact in student balance and related ledger/payment views.

Variations / Branching Flows

  • No prior payment activity:

Standard fee update rules apply; post-payment justification requirements may not trigger.

  • Fee has payment activity:

Missing reason or comment blocks save.

  • Permission-restricted user:

Edit/adjust actions are blocked or return unauthorized behavior.

Expected Outcomes

  • Fee update is persisted.
  • Post-payment adjustments include required reason metadata.
  • Audit trail and ledger context reflect the change.

Troubleshooting / Edge Cases

  • Reason code is required for post-payment fee adjustments.

Select a valid reason and retry.

  • Comment is required for post-payment fee adjustments.

Enter a non-empty explanation and retry.

  • Unauthorized/forbidden result (401/403):

Request a role with fee-adjustment access.

  • Adjustment violates balance constraints:

Revise amount or use a policy-allowed reason code.

Related Workflows

  • Create and Manage Fees
  • Record and Manage Payments
  • Run the Students Who Owe Fees Report

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