Automatic Credit Application for Refunds - Now Available
Status: Now Available
What's New
The refund process now automatically creates account credits when appropriate, eliminating the need for manual credit transactions.
How It Works
When issuing a refund, you'll be prompted with a new question: "Does the account still owe the amount of the refund?"
- If you select "Yes": The refund processes normally without creating a credit
- If you select "No": A corresponding credit is automatically added to the account once the refund has settled within Payrix
What's Changed
Before: You had to manually create a credit transaction after processing a refund if the account didn't owe money.
After: Credits can be created by the system based on your response to the prompt.
Important Notes
- Credits appear after settlement: The credit transaction won't show in the activity feed immediately. Both the refund and credit will appear together once the refund has fully completed.
- More accurate lifecycle tracking: This timing ensures the refund lifecycle accurately reflects when funds have actually been returned.
- No manual work required: You no longer need to create credit transactions manually.
Benefits
- Streamlined refund workflow
- Reduced manual data entry
- More accurate transaction timing and account history
Income Report and Payment Report Separation - Now Available
What's Changed
The Income Report and Payment Report have been separated into distinct reports to reduce confusion around charge versus payment date ranges.
Background
Previously, these reports were combined, which led to confusion when comparing charges and payments directly. Charges and payments operate on different timelines and should be analyzed separately for accurate financial reporting.
Payment Report Updates
The Payment Report now includes clarified column names to better reflect what data is being displayed:
- Applied Amount: The amount that was credited to the account
- Gross Amount: The amount credited to the account, including service fees (for ACH payments, this is often the same as the Applied Amount)
Benefits
- Clearer distinction between income and payment data
- Reduced confusion when analyzing charge versus payment date ranges
- More intuitive column naming for better report comprehension
- Improved accuracy in financial reporting and reconciliation
Executive Metrics: Custom Date Range Options - Now Available
What's New
Executive Metrics now offers expanded date range options, giving you more flexibility in how you analyze and compare your data.
New Date Range Options
- Current Year: Compares this year to last year (January–December). This was the original default option.
- Current Quarter: Compares this quarter to the same quarter last year
- Custom: Compares your selected date range to the same period in the previous year
Benefits
- Greater flexibility in performance analysis
- Quarterly comparisons for more granular insights
- Custom date ranges for specific reporting periods
- Consistent year-over-year comparisons across all date range options
Use Cases
- Track quarterly performance trends
- Analyze specific seasonal periods year-over-year
- Create custom reports for board meetings or stakeholder updates
- Compare performance during non-standard fiscal periods
Single Day Programs and Contracts - Now Available
What's New
Programs and Enrollment Contracts now support single day date ranges, making it easier to set up enrollments like holiday programs that provide single day care.
What's Changed
Previous behavior: To create a program (via the enrollment program flow) or manually create a standard enrollment for a single day (e.g., January 21), you had to set the date range from January 20 to January 21 and manually select only one operating day.
New behavior: You can now set both the start date and end date to the same day (e.g., January 21 to January 21).
Benefits
- Simplified program setup for single-day events
- Clearer date configuration
Application Splitting in Program Flows - Now Available
What's New
You will be able to approve, waitlist, or mark as lost individual registrations within a multi-program application directly from the Program flow view.
Overview
Previously, actions taken on an application affected all program selections together. This update allows you to handle each program registration independently, giving you more flexibility when processing applications with multiple program choices.
How It Works
- Expand the application in Program flow view
- Select individual registrations using the new checkboxes
- Choose an action from the available options (Approve, Send to Waitlist, or Mark as Lost)
- Confirm your selection in the modal dialog
- Selected registrations will move to the chosen state
Use Cases
This feature is especially useful when you need to:
- Approve one program selection while waitlisting another from the same application
- Handle program registrations with different availability or capacity constraints
- Process mixed-status applications more efficiently
What's Changed
Before: All program selections in an application had to be processed together with the same action.
After: Each program registration can be processed independently with its own status.
Availability
This update will be available to all customers on Wednesday, January 28, 2026.