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Cancel Unpaid Generated Fees

Cancel Unpaid Generated Fees cancels device fee invoices in bulk that meet specific criteria.

This utility is commonly used for end-of-year cleanup, policy changes, or reversing bulk-generated fees that are no longer applicable.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Understanding Cancel Unpaid Generated Fees​

Think of cancel unpaid generated fees as mass invoice cancellation - it cancels invoices in bulk based on criteria you select, typically targeting unpaid device fees that should no longer be charged.

What this utility does:

  • Cancels generated fee invoices that match specific criteria
  • Typically focuses on unpaid invoices only (paid invoices usually protected)
  • Updates invoice status to canceled
  • Processes invoices system-wide based on selected criteria

When to use:

  • End of school year (cancel unpaid fees from previous year)
  • Policy change (district decides to waive certain fees)
  • Reversing bulk-generated fees charged in error
  • Cleanup of old unpaid invoices

When NOT to use:

  • Canceling paid invoices (typically not allowed)
  • Canceling single invoices (use manual invoice cancellation)
  • Without clear understanding of which invoices will be affected

Important: Canceling invoices is typically permanent. Ensure criteria selection is correct before processing.

Criteria Selection​

Choose Criteria​

Select the cancellation criteria shown in your environment.

Only invoices matching the displayed conditions will be canceled.

Common criteria options:

  • Unpaid invoices for specific fee item
  • Unpaid invoices from specific school year
  • Unpaid invoices older than certain date
  • Unpaid invoices for specific building or grade

What criteria affects: The narrower the criteria, the fewer invoices canceled. The broader the criteria, the more invoices affected.

Example criteria:

  • "Unpaid Annual Device Fee invoices from 2023-2024 school year"
  • Only unpaid invoices for that specific fee and year are canceled
  • Paid invoices and other fee types remain unaffected

Important: Criteria options vary by district configuration. Always review displayed criteria carefully before processing.

How to Run It​

Prerequisites:

  • ✓ Understand which invoices will be canceled
  • ✓ Coordinate with billing/finance staff
  • ✓ Review criteria selection carefully
  • ✓ Consider parent communication if fees were previously charged

Steps:

  1. Navigate to Settings → System Utilities
  2. Locate Cancel Unpaid Generated Fees
  3. Review available criteria options
  4. Choose the criteria that match invoices you want to cancel
  5. Confirm selection carefully
  6. Click Cancel Invoices
  7. Wait for processing to complete
  8. Validate by reviewing a sample of invoices

What happens:

  • System identifies invoices matching criteria
  • Updates invoice status to "Canceled"
  • Invoices no longer count as outstanding
  • Parents see canceled status (if viewing via parent portal)

Processing time: Varies by invoice count. Typically seconds to 1-2 minutes.

After running, confirm correct invoices were canceled.

What to check:

  • Invoices that should remain open were not canceled
  • Canceled invoices reflect expected status and balance behavior
  • Canceled invoice count matches expectations
  • Only unpaid invoices were affected (paid invoices protected)
  • Correct fee type was targeted

Recommended verification:

  1. Run invoice report filtered by canceled status
  2. Check sample of canceled invoices (10-15 invoices)
  3. Verify invoices not matching criteria remained open
  4. Confirm paid invoices were not affected
  5. Review total canceled count vs. expectations

If problems found:

  • Review criteria selection
  • Check which fee types were targeted
  • Verify school year or date filters
  • Contact Manage1to1 Support if unexpected results

Best Practices​

✅ Do:

  • Review criteria carefully before processing
  • Coordinate with billing/finance staff
  • Consider parent communication if fees were publicly charged
  • Validate results immediately after running
  • Document reason for cancellation

❌ Don't:

  • Cancel without understanding which invoices are affected
  • Skip validation afterward
  • Run without coordinating with administration
  • Cancel paid invoices (typically not allowed)
  • Process during peak usage hours

Common Questions​

Q: Can I cancel paid invoices? Typically no. This utility usually only affects unpaid invoices. Paid invoices require different handling. Contact Manage1to1 Support if paid invoices need adjustment.

Q: Can I undo invoice cancellation? Not automatically. Canceled invoices would need to be regenerated or manually recreated. Consider carefully before processing.

Q: Will parents be notified of cancellation? Not automatically by this utility. If parent communication is needed, coordinate separately via email or parent portal messaging.

Q: What happens to payment history if invoice is canceled? Unpaid invoices typically have no payment history. If an invoice somehow has partial payments, contact Support before canceling.

Q: Can I cancel invoices for specific students only? This utility cancels based on criteria (fee type, school year, etc.), not specific student lists. For individual cancellations, use manual invoice cancellation.

Q: How do I know which invoices will be canceled before running? Review the criteria carefully. You can run invoice reports filtered by the same criteria to preview affected invoices before using this utility.

Q: What if I accidentally cancel the wrong invoices? Contact Manage1to1 Support immediately. Invoices may need to be regenerated or manually recreated.

Cancel Unpaid Generated Fees provides efficient bulk invoice cancellation for fee policy changes, end-of-year cleanup, or reversing fees charged in error, ensuring billing records accurately reflect current district policies.

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