Introducing Fee Adjustments

Introducing Fee Adjustments

Introduction

Managing fee adjustments is a critical yet sensitive part of fee operations. You often need to adjust payments due to changes in fee allocation, cancellations, overpayments, or administrative corrections. However, without a structured system in place, tracking these adjustments and ensuring accurate financial records can become challenging.
To simplify and streamline this process, we are introducing Fee Adjustment, an enhanced solution within Collexo that enables you to directly adjust fees and generate Credit Notes from the platform. These Credit Notes can be used for future fee payments, ensuring transparency, better financial control, and seamless tracking across transactions.
With this update, you gain a centralized and efficient way to manage fee adjustments while maintaining accuracy, visibility, and operational consistency.
  1. Go to the menu.
  2. Click on Transactions
  3. Select Track Payments
  4. Click on any Order ID Payments that you want to adjust.
  5. Select "Issue Credit Note"
Alternatively:
  1. Go to Transactions → Track Payments
  2. Click the Action menu (three dots) for any payment
  3. Select "Issue Credit Note"

How to create Fee Adjustments?

Notes
Note: Before creating fee adjustments, ensure you have the necessary permissions to process fee adjustments. 

Initiate Fee Adjustment

To create a fee adjustment, follow these steps:
  1. Navigate to Track Payments and find the order you need to adjust.
  2. Click on the Order ID or use the Action menu to select "Issue Credit Note".
  3. The "Fee Adjustment" pop up will open with the following pre-filled fields:
    1. Paid Amount - The amount originally received (auto-filled from payment details)
    2. Payment Mode - The original payment method (auto-filled)
    3. Paid Fee Name - The fee name for which payment was received (auto-filled)
  4. Fields to complete:
    1. Where to adjust these fees - Select "Credit Note" from the dropdown. This specifies that the fee is being adjusted to a credit note.
    2. Remarks - Enter detailed notes explaining the reason for adjustment.
  5. Click the "Submit" button to process the fee adjustment. Upon submission, the system will:
    1. Mark the original payment as "Adjusted" in Track Payments
    2. Generate a new Credit Note automatically

Searching Fee Adjustments

To search for fee adjustments and credit notes:
  1. Click on the Search icon
  2. Select a search parameter from the dropdown (such as Credit Note ID, Created From (Order ID), Order No, Student Name, Mobile No, Email ID, Total Amount, or Created By)
  3. Enter the text to be searched in the input box and press Enter to view the matching results

Filtering Fee Adjustments

  1. You can click on the filter icon at the top right to narrow down fee adjustment records.
  2. Apply filters using the available dropdown or date fields:
    1. By Credit Note Status: Not Used ,Partially Used, Used 
    2. By Date: Created On and Last Updated On 
    3. By Amount: Total Amount ,Consumed Amount ,Remaining Amount 

Downloading Fee Adjustment Records

To download fee adjustment records:
  1. Select the records you want to download and click on the download button
  2. You can select to download records based on filtered results, specific search value, or the complete dataset by selecting the desired records from the list view
  3. In the confirmation pop-up, click Continue to proceed with the download request
  4. A message will appear stating that your download is being processed, and you will be notified via email once it's ready
  5. Click OK to close the pop-up
  6. The system will begin processing your request, and once completed, the file will be available on the Download Request page.
  7. Click on the download button on the request page to download the file.

Viewing Fee Adjustment Details

  1. To view detailed information about a specific credit note:
  2. Click on the Credit Note ID or select the three dots action menu for a particular row
  3. Select "View Details" from the options, a detailed view will open.

Conclusion

With the introduction of Fee Adjustments in Collexo, we have streamlined what was earlier a manual and difficult-to-track process into a structured, transparent, and system-driven workflow. You can now directly adjust payments, automatically generate Credit Notes, and maintain a complete audit trail within the platform. This eliminates dependency on offline tracking, reduces reconciliation errors, and ensures accurate financial records. By centralizing the entire adjustment lifecycle from creation to tracking and reporting we have improved operational efficiency, strengthened compliance, and enabled better financial control while providing clear visibility across all transactions.

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