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How to Update a Recurring Billing

 

You may need to update a recurring billing after it’s been created. The following steps show you how.

 

First Steps

First, you need to request billing before you can create a recurring billing. ‚ÄčIf you haven’t already, send your students (and their parents) a Vault Item invitation so they can enter their payment information. If needed, you can also¬†run a transaction to charge a student immediately. And you can create recurring billings to charge students (or parents) automatically.

 

To update an existing recurring billing

You can view the recurring billing from the student’s profile. Start typing their name in the Search field, and click the correct student in the search results, and then:

  • (Classic profile) Click the Finance tab, and then click Recurring Billings. Click the Edit link for the recurring billing you want to updated, and then go to Step 3 in the following list.
  • (New beta profile) Click the Finances tab, and then click Recurring Billings in the Billing / Finance module. Click the description of the desired recurring billing (likely “Recurring Billing”). A new browser tab opens with the recurring billing’s information displayed. Click the Edit Recurring Billing link in the top-right corner, and go to Step 3 in the following list.

 

You can also update a recurring billing from the Recurring Billings List:

1. Click Quick Links in the left panel, click Billing Finance, and then click Recurring Billings List.

2. Click the Edit link (on the far right) for the recurring billing you wish to update.

(Optional) If you have a large number of recurring billings already created, you may not see the recurring billing you need to update in the first page of the list. To search for the correct recurring billing:

    1. Click the Search link on the top-right corner of the list.
    2. Type the name in the Student or Family Name Contains field.
    3. Click the correct name in the search results, and then click the Search button.
    4. In the search results list, click the Edit link (on the far right) for the recurring billing you wish to update.

3. In the Edit Recurring Billing page, make any necessary updates:

    • To remove the recurring billing, click the Delete Recurring Billing link. Note: If you delete the recurring billing, it will be removed from the Recurring Billing List and from the Finance tab in the student’s profile. However, you will still have the transaction history for any charges made from the deleted recurring billing. (If you want to keep the record of the recurring billing, but you need to stop payments, you can make the recurring billing inactive. See the steps in the next section to inactivate a recurring billing.)
    • To change the amount billing, click in the Amount to Charge field and type the new amount.
    • To change the next billing date, use the drop-down lists beside Paid Through (Next Charge On). (For example, you can change the Month to waive or skip one or more month’s payments.)
    • To change the frequency of the charges, use the drop-down lists beside And Repeat Every. (For example, you can change from 1 and Month to 2 and Week to change from a once monthly charge to a charge every 2 weeks.)
    • To change the number of payments, type a number in the For a Total of ___ Payments field. (If the field is blank, the recurring billing will charge automatically indefinitely.)
    • To change the reason for the payment, select an option from the Payment Reason drop-down list. (You may want to keep the payment reason as Recurring Billing so you can easily tell the billing is automatically charged.)
    • To change the payment method, click Vault to select a different Vault Item (if the student has more than one Vault Item). Click Add Credit Card to add a new card to charge. (Enter the required information; First Name and Last Name as they appear on the card, the Type, Number, Expiration, CVV, Street Address, and Zip; optionally, add a label in the Vault Label field.) If you accept checking accounts for payment, click Add Checking Account to enter the account information. (Enter the First Name and Last Name for the account, the Routing # and Account #, the Holder [most likely will remain Personal], and Type [usually Checking]; optionally, enter a Vault Label for the account.)

4. After you have made any needed changes, click the Update Recurring Billing button.

 

To inactivate a recurring billing

If you want to keep a record of the recurring billing on the Recurring Billing List, but you need to stop the automatic payments, then the best option is to make it inactive. Follow these steps to inactivate a recurring billing:

1. Click Quick Links in the left panel, click Billing Finance, and then click Recurring Billings List.

2. Click the View link (on the far right) for the recurring billing you wish to update. (If needed, you can search for the billing or view the recurring billing from the student profile, as described in the previous section).

3. Beside Status, click the Inactivate link.

 

What’s Next?

After you set up recurring billings, visit the Billing Dashboard page to review your current payments. If you haven’t already, you may want to review the Billing Settings page to set tax rates.

 

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