Scholarships
What this is for
“Full ride to Nationals!” gets announced from the stage on Saturday
night — and then, too often, lives in somebody’s notes until a studio
calls in March asking how to use it. Nothing could sum what you’d
promised, and no invoice could absorb it.
The Scholarships register writes the promise down as what it really
is: money you owe a dancer. It stays outstanding until you either
redeem it as a credit — which the studio’s next invoice can absorb —
or write it off unclaimed.
Scholarships is the fourth tab on the Receivables page, next to
Invoices, Statements, and Credit memos. If Receivables isn’t in
your left-hand menu under Modules, it’s not in your plan yet —
ask us.
Awarding a scholarship
Go to Receivables, the Scholarships tab, and click Award
scholarshipPick the Winner
The picker lists dancers who’ve competed at your events — type in
the search box above it to narrow the list. For anyone else — a
walk-up, a convention guest — choose Someone else — type a name
and type it.Pick the Award and the Source
The award is what you promised: Full ride, Discount,
Nationals tuition, or Workshop credit. The source is where
it came from: Adjudication, Squad, Discretionary, or
Other.Enter the Amount — or leave it blank
A full ride announced on stage often has no dollar figure until
someone prices next season. Leave the box blank and the award still
counts as outstanding; the row reads Not priced. You’ll need a
figure before it can be redeemed.Pick the event it was Awarded at, and add Notes
Both optional. Notes are the place for Announced at Saturday
finals — covers next season’s convention.Click Award scholarship
A scholarship announced for a solo routine can be attached right
where its result is entered, on the Show Day tab’s Results lens — it
lands in this register with source Adjudication, dancer and event
already linked. See Results and awards.
Group scholarships are awarded here, as above.
Reading the register
Three tiles across the top:
- Outstanding — everything awarded and not yet redeemed, in
dollars. Awards with no amount set are counted separately in the
tile’s note rather than silently added as $0 — an unpriced full
ride is not worth nothing, so the register refuses to pretend it is. - Redeemed — what’s already been turned into credit memos.
- Awards — the count, split into outstanding and expired.
The filter chips — Outstanding, All, Redeemed,
Expired — narrow the table underneath.
Redeeming an award
Redeeming turns the promise into a credit memo — the same kind of
credit you’d issue by hand, with the same numbering.
Open the three-dot menu on the award and choose Redeem as
credit…Read the dialog
It states the amount and the plan: Mints an open credit memo for
$500.00. The credit sits in Credit memos until you apply it to an
invoice — this step doesn’t touch one.Pick where it was Redeemed at, if an event applies
Click Redeem as credit
The toast names the new credit number and who it’s billed to.
The credit goes to the dancer’s studio when the dancer competed
with a studio you can bill. For a walk-up winner — or a dancer whose
studio isn’t a customer of yours — the credit is issued in the
winner’s own name instead.
Back on the register, the row shows Redeemed with the credit
number linked in the Credit column. From here the credit belongs
to the Credit memos machinery: apply it against an
invoice whenever the studio’s next bill comes around. If that credit
is later voided or refunded, the register says so next to the number —
a dead credit can’t hide behind a healthy-looking row.
When you apply a credit memo worth more than an invoice’s open
balance, the extra is forfeited — a $500 credit against a $300 invoice
pays $300 and closes the memo. The apply dialog tells you both figures
before you click, and the button changes to Apply and forfeit the
rest so there’s no surprise. To keep the whole credit, apply it to a
larger invoice instead.
Expiring an award
Some promises go unclaimed. There is no delete — an award someone
regrets stays on the record — so the way out is to mark it expired.
Open the three-dot menu and choose Mark expired. The confirmation
spells out the consequence: the promise is written off unclaimed, and
the amount leaves what you owe. The row survives as Expired, so
you can always see the award was made; it just can’t be redeemed any
more.
Honest limits
- An unpriced award can’t be edited into a priced one. There’s no
edit yet — if you awarded without a figure and now have one, mark
the unpriced award expired and award it again with the amount. - Redeeming doesn’t apply the credit. It mints an open credit
memo; applying it to an invoice is a separate step on the Credit
memos tab, same as any other credit. - Winners don’t get notified, and studios can’t see credits in
their portal yet. Until they can, tell the studio yourself —
the credit number is on the register. - No cash payouts. A scholarship becomes a credit against what
the studio owes you, not a check.
Where to go next
- Invoices — the bills those credits get applied to
- Results and awards — attaching
a solo scholarship the moment its result is entered - Money — how the whole finance area fits together