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# Managing balance adjustments for sessions submitted before using Xap

# Managing balance adjustments for sessions submitted before using Xap

This article will assist you with applying credit or debit session balance adjustments prior to your Go live on Xap.

### Overview

The Past Balance Adjustments screen will display Credit or Debit Amounts.
This will only display if you have [made changes to sessions for a period prior to starting with Xap](/en/article/how-do-i-adjust-a-session-of-care-for-a-period-prior-to-starting-with-xap-1np20lo/).

###### The Past Balance Adjustment Screen:

* Calculates CCS Fees and Bookings adjustments for periods prior of care submitted in a different software prior to you starting with Xap. 
* Allows the Service the option to apply a balance adjustment if required.

| Note: From your Go live date in Xap, any adjustments to session information moving forward will automatically be applied to Guardian accounts. This **only affects dates prior to your Go Live** date with Xap.

A few Scenarios of Credit/Debit options that will display in the Past Balance Adjustments screen are:

###### Scenario 1
* Centre Go live date was **20/3/22**
* Previous Software Balance for Account for initial Session Submissions - 2 Bookings for w/e **14/3/22**  = $200
* Sessions are then varied and re-submitted using Xap, changing to -  3 Booking for w/e **14/3/22** = $300.
* This adds a new charge for the additional day for $100.00
* Past Balance Adjustment screen will show a **$100.00 Debit is now available to be added**


###### Scenario 2
* Previous Software Balance for Account for initial Session Submission - 2 Bookings for w/e **14/3/22** = $200
* Sessions are then varied and re-submitted using Xap, changing to - 1 Booking for w/e **14/3/22** $100
* This adds a new credit for the removed day of $100.00
* Past Balance Adjustment screen will show a **$100.00 Credit is available to be added**
* This amount will be displayed in the Past Balance Adjustments Screen.

###### Scenario 3
* Centre Go live date was **20/3/22**.
* Sessions were submitted in the prior software and paid at **$230.00** for eg w/e **14/3/22**.
* The Guardian has had a change of entitlement that has been backdated to the w/e **14/3/22**.
* New CCS Payment amount **$206.000**.
* Past Balance Adjustment screen will show a **Debit of $24.00** to be applied to the Families Account balance for adjusted CCS payment amount.

### Viewing Past Balance Adjustments

1. Select the **Payments & Billing** screen
2. Select the **Past Balance Adjustments** Tab

The Past Balance Adjustments screen will display the following:

a) **Dates** - That the Session has been retrieved and finalised within Xap
b) **Child Enrolment ID's** - Enrolment ID's of children who have add adjustment made
c) **Payments Account details** - Primary Contact for the Account
d) **Session Report Start Date** - Monday of week adjustments have been made for sessions
e) **Fee Type**
* Booking Fee if adjustments to GAP have been made
* CCS if Adjustments have been made to Paid CCS
f) **Amount** - Amount of Adjustment to be applied
g) **Status** - Status of adjustment
* Pending - Not yet applied to the Statement
* Settled in Statement - Credit/Debit amount applied to Statement
* Archived - Adjustment not applied to Account but has been archived, i.e a manual adjustment was added by the service
* Return Fee Reduction - CCS credits returned to Guardian via CCS processes 
|| To assist you further with Return Fee Reductions see: [Return Fee Reductions](https://help.xap.rocks/en/article/return-fee-reduction-1s4bad4/)

| You can use the filter options at the top of the screen to filter on selected items


![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_v7nxvb.png)

4. Selecting the Filter option will allow you to filter on specific statuses.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_isbmo5.png)

5. The adjustment can be added to the Family Statement either in bulk or individually
a) **Bulk Action** - Allows the adjustment to be applied to the selected families
b) **Add to Statement** - Applies the Credit/Debit adjustment amount to the selected Family/ies
c) **Mark as Settled** - Settles the adjustment but it isn't applied to the Statement balance
d) **Archive** - Archives the selected adjustments but it isn't applied to the Statement balance
e) **3 dots** - Allows the same processes to be applied above to the selected Family only

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1o0msqc.png)

### Applying a Past Balance Adjustment for Booking Fee to a Family

1. Search on the **Child or Family name**
2. Select **Search**
The screen will display the updated filter results.
3. Select either the **3 dots** next to the particular week with Booking Fee Type or select **Bulk actions**
4. Select **Add to Statement**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1g6uz0y.png)

5. Confirm the information
6. **Additional Description** details can be added if required
7. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1vqdnyp.png)

|| The Status will be updated to Settled in Statement

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_q01ugj.png)

### Applying a Past Balance Adjustment for CCS to a Family

1. Search on the **Child or Family name**
2. Select **Search**
The screen will display the updated filter results.
3. Select either the **3 dots** next to the particular week with CCS Type or select **Bulk actions**
4. Select **Add to Statement**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1dffout.png)

5. Confirm the information
6. **Additional Description** details can be added if required
7. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_17tzpfv.png)
|| The Status will be updated to Settled in Statement

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1hsl0r6.png)

### Viewing the Adjustments on the Statement

The Statement screen for the selected family will display the different adjustments that have been made. And if a Credit or Debit have been applied.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1g9j0xy.png)

The Account Transactions section of the Family Statement will display similar information. This will assist the family with understanding the variations to their Account Balance.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1ohmwsw.png)

To assist you further with this process see the University Guide Video: [Managing Balance Adjustments prior to migrating to Xap](https://xap.fleeq.io/l/nprw6tpfvs-vja8wv2sad)