Marking Invoices as Paid

If a parent pays by cash, check, or another method outside of Curacubby, you will need to record the payment in Curacubby by marking the invoice as paid.

Invoices paid through Curacubby (by bank transfer or credit card) will be automatically marked as paid. 

If the parent pays the invoice in full:

  1. Go to "Invoices" on the left sidebar (alternatively, you can go to the parent's "Invoices" tab)
  2. Find the invoice you need to mark paid. You can search by invoice number, student name, parent name.
  3. Hover over the gear icon, then click “Pay.”  
  4. Click the "Payment method“ to select the payment method. 
    "Date Paid” to enter the check paid date (if the invoice has a late fee and you backdate the 'Date Paid’ to before the late fee was applied, the late fee will be removed). 
    [Optional] Enter the check or reference number and comments
  5. Click “Confirm.” The invoice status will change to "Paid."

Tutorial: https://www.iorad.com/player/28719/Look-up-a-student-and-mark-the-invoice-paid-with--a-check  

If you need to cancel a check or cash payment:

  1. Open Curacubby and click “Invoices.”  
  2. Find the desired invoice
  3. Hover over the settings gear and click “Cancel Payment.”  
  4. [Optional] Enter the reason for canceling the payment.  
  5. Click “Yes” to save  

If the parent makes a partial payment or pays more than the amount due, you will record the payment, then apply it to the invoice:

  1. Go to "Invoices" on the left sidebar (alternatively, you can go to the parent's "Invoices" tab)
  2. Click “Record Credit”
  3. Select the payment type (check, cash, PayPal, other)
  4. Type the check amount into the Amount $ box.  
  5. Enter a check or reference number
  6. Select the parent or student to which to apply the credit
  7. Click “Credit Account” to save the credit.

To apply the credit to the invoice: 

  1. Find the Unpaid, Queued, or Saved Invoice to which to apply the credit and click “Edit.”  
  2. Scroll down to the bottom left side of the invoice, and click “Use available parent balance to pay down the invoice.”  
  3. Click “Save” to save

Tutorial: https://www.iorad.com/player/37302/How-To-Record-a-Credit-and-Then-Apply-the-Credit