How to Manually Enter a Deposit in ChildFriendly

While deposits are typically automatically recorded when a parent registers through the online registration form, there may be occasions when an administrator needs to manually record a one-off deposit—especially if the payment was made by e-transfer, cash, or cheque. In such cases, you can follow the steps below:

Step 1: Create the Deposit Entry

• Navigate to the Families module and open the Finance tab.
• Click the ➕ (Add) button and select Custom Billing.
• In the Custom Billing window:

-set the Type to Deposit.

-set the Counterpart to Credit.

-enter the Amount, Date, Description, and any other necessary information.

-click Submit.

Step 2: Review the Generated Items

• The system will automatically create:

-an invoice (positive amount) for the deposit, and

-an credit memo (negative amount) for the same amount.

• Both will appear in the family's Finance tab as Unassigned.

Step 3: Assign the Deposit Invoice

• Locate the invoice (the positive deposit amount).
• Change the Assigned To field from Unassigned to the payer (the person paying the deposit).
• Click Save.

Step 4: Collect the Payment

• Now that the invoice is assigned, proceed to collect the actual deposit payment (e.g., record the e-transfer, cash, or cheque).
• Use the Collect Payment $ icon on the invoice and click Submit.

Step 5: Assign the Credit Memo

• Once the deposit payment has been collected, go back to the credit memo (negative amount).
• Assign it to the same payer, and click Save.

You're Done! The credit is now sitting on their account, ready to be applied to future billings or refunded if needed.

**To learn how to apply the manual credit toward tuition, or how to refund the credit, please view the article **

**How to Refund a Credit or Apply a Credit Toward Future Tuition/Fees.**

Updated on: 04/03/2026