How to Manage Late Payment Fees

When late payment fees are configured within the billing cycle, Kangarootime automates a late payment fee charge based on those settings. After an invoice is issued, the system expects payment against that invoice balance, even if you apply a credit to reduce or zero out the balance. To make sure parents are prompted to pay the correct amount (and to clear any late fee expectations), follow the steps below!

Table of Contents:

1. Balance the Account
2. Manage Late Payment Fee
3. Update the Parent Facing Balance

Balance the Account

If a family was overcharged and you want to update their balance, correct the balance on the family's account so they see the correct balance in KT Connect. To do this, place a credit on the account.

Please note: If you use Dynamic Autopay, please refer to the How to Decrease an Amount Due on the Latest Bill section within the linked article. 

How to Manually Credit an Account

1. Select Families from the Navigation menu
2. Select Accounts
3. Select the Family Account to Credit
4. Select BILLING
5. Select Activity
6. Select the +Add button
7. Select Credit
8. Fill in the required information and optional description
9. Select Save

Manage Late Payment Fee

Next, determine if you need to take action on any potential late payment fee. 

If late payment fees are configured, the system charges them on any unpaid invoice; crediting the invoice (even in full) doesn't prevent the fee, since it doesn't count as payment. For example, if a family was billed $100 that you determine the family should not have to pay, even if you place a credit on the account of $100, the system will expect payment against the invoice. 

If you wish to waive the late payment fee, before it has been charged or after, follow the steps below:

How to Waive a Late Payment Fee

1. Select Families from the navigation menu
2. Select Accounts
3. Select the family account you wish to view
4. Select the Billing Tab
5. Scroll to the Billing History table
6. Select Bill to open the bill navigation window
7. Select the Waive Late Fee button 

• If the late payment fee has not been charged yet, once waived, it will not be charged.
• If the late payment fee has been charged, once waived, the system will create a reversal transaction 

Update the Parent Facing Balance via a Manual Bill

In KT Connect, families see balances based on what's been billed, so after waiving a late payment fee, the balance updates only if the transactions are invoiced. To show the family the most up-to-date balance on the account, send a manual invoice. 

How to Create a Manual Itemized Bill

1. Select Families from the navigation menu
2. Select Accounts
3. Select the family account you wish to view
4. Select Billing 
5. Select Itemized Bill 
6. Select the +Create Manual Bill button
7. Select a Due Date
8. Once you select a due date, all unbilled transactions will be listed
9. Select the transactions you would like to have displayed on the itemized bill
10. Add a Payment Due Date
11. Add a Late Payment Fee (Optional)
12. Select Send Bill  

Please contact helpdesk@kangarootime.com if you have any questions!