Assign discounts and scholarships

Both lower what a family owes. They get there by different roads.

A discount is a reusable template: sibling, staff, military, prepay, and so on. The billing engine applies it to any invoice that matches. A scholarship is a one-off grant tied to a single family, with its own dates, amount, and funding source. Reach for a discount when the policy repeats across families. Reach for a scholarship when the aid belongs to one family.

They also live in different places:

• Discounts sit on the Discounts page, grouped by kind. You build one template; it can apply to many families.
• Scholarships sit on the Scholarship grants page, one row per family. A family can hold only one active grant at a time.

Create a discount template

1. On the Discounts page, choose New discount.
2. Enter a Name. This is what families see on the invoice line item.
3. Pick a Kind: Sibling, Staff, Longevity, Military, Employee, Prepay, or Custom. The page groups discounts by kind, so you can see at a glance where you have coverage and where you don't.
4. Set the Amount kind to Flat amount or Percent.
5. Enter the value. For a flat discount, that's dollars. For a percent discount, the web takes basis points (100 bps = 1%, so 1000 means 10% off); the iOS app takes whole percent (10 means 10%).
6. For a Sibling discount, set Applies to student #, the sibling rank. Enter 2, for example, and the discount lands on the second enrolled child and every child after.
7. Add an Eligibility note if it helps. It's an internal reminder, something like "Requires copy of military ID on file." Families never see it.
8. Choose Create.

Auto-apply

Turn on Auto-apply (it's labeled Apply automatically when eligible on the web, Auto-apply to matching invoices on iOS) and the engine adds the discount to every matching invoice on its own. Leave it off and the discount stays a template you attach to a family by hand. On the web, auto-applying rows carry an Auto-apply tag in the list.

Issue a scholarship

1. On the Scholarship grants page, choose Grant scholarship (it's New in the iOS app).
2. Pick the Family. On the web you enter the numeric Family ID. You'll find it in the family detail page URL. The iOS app gives you a searchable picker instead.
3. Enter a Scholarship name, the Amount kind and amount, and a Start date. Leave End date blank to keep the grant open-ended.
4. Record a Source if you can: the fund or program behind the grant. It's what breaks down the discount-spend report. You can also note a Grantor name, Grantor contact, and any Notes.
5. Choose Create.

Note: A family can have only one active scholarship at a time. If one already exists, you'll be asked to confirm before the new grant saves. On the web you'll Revoke the existing grant first; in the iOS app the prompt reads Archive existing & create new.

Revoke and archive

• On Discounts, choose Archive on a row. Invoices that already carry the discount keep it; the template just stops being assignable from here on. Flip Show archived to see archived templates.
• On Scholarship grants, choose Revoke. The grant stops applying to future invoices, but past invoices keep the credit they were already issued. Flip Show revoked to see revoked grants.

Nothing here gets deleted. Archived and revoked records stay put so your financial history holds together and your reports still add up.