Overview

Correlation of advance payments when issuing documents/Correlation_Of_Advance_Payments_When_Issuing_Documents is a setting located in Financial Settings > General Settings > Transaction Settings, under the Advance Payment / PrePayments sub-group.

What This Setting Does

This setting controls whether advance payments (prepayments) already made by a _Student_ [Learner] or payer are automatically linked, or correlated, to new financial documents when they are issued. When enabled, the system connects available advance payment amounts with newly issued documents such as invoices or receipts, helping ensure that prepaid funds are properly accounted for.

Where It Is Used

This setting affects the Accounting tab of a _Student_’s record and the New Transaction form, wherever a new financial document is issued for a _Student_ or payer that has an existing advance payment balance.

• Main Menu > Students > Students List > (open a _Student_) > Accounting tab (financial overview and New Transaction form)
• Main Menu > Financial > Transactions (New Transaction form)

Business Logic / Behavior

• When enabled, the system correlates existing advance payments with newly issued documents.
• When disabled, advance payments and newly issued documents are treated independently, without automatic correlation.
• This setting is part of a broader prepayment handling workflow together with other Advance Payment / PrePayments settings, such as the option to issue receipts without a prior arrangement.
• This is a simple on/off toggle with no further configuration options.

Example(s)

A School enables this setting because families frequently make advance payments before the start of term. On July 1, a parent makes a $200 advance payment for a _Student_ [Learner] ahead of the new academic year. On September 1, the Finance team issues a $1,000 tuition invoice for that _Student_. With this setting enabled, the system automatically correlates the earlier $200 advance payment with the new $1,000 invoice, so the invoice shows an outstanding balance of $800 instead of the full $1,000, reflecting the prepayment already made.

When to Use

When to Enable

Enable this setting when the institution regularly accepts advance payments or prepayments and wants those amounts automatically taken into account when new documents are issued, reducing manual reconciliation work for the finance team.

When to Disable

Disable this setting if the institution prefers to manually manage the relationship between advance payments and newly issued documents, or if advance payments are rarely used.

Notes

Prerequisites: The institution must support and record advance payments/prepayments for this setting to have a meaningful effect.

• Change the educational program status when the first transaction is issued to the following status/Change_Status_On_First_Payment (Financial Settings > General Settings > Transaction Settings > Advance Payment / PrePayments)
• Cheques/Promissory notes balance/Ipoloipo_Aksiografon (Financial Settings > General Settings > Transaction Settings > Cheques / Promissory Notes)

This setting behaves the same regardless of whether Higher Education Mode (Enable Configuration for Higher Education/Xrisi_parametropoihshs_kolegiou) is enabled or disabled.