Archiving & restoring a fee payer at the resident level

3 minutes read

If a fee payer has been incorrectly added to a resident’s booking, you can archive them. Archiving removes the fee payer from the fee payer table view and ensures they are no longer involved in any billing-related activity.

Top tip: Archiving should only be used when a fee payer was added in error. If a fee payer has simply stopped funding the resident or their funding has changed, use the “Finalise” option instead and end the fee payers contribution

To archive a fee payer 

1. Go to the Resident Profile.
2. Select the Booking tab.
3. Click the Fee Payer tab.
4. Locate the Fee Payer you would like to archive.
5. Click the three-dot menu next to their name.
6. Select Archive.

Once archived, the fee payer will be moved from the fee payer table to the archived table.

You will not be able to archive a Fee Payer if:

• They have an active invoice schedule, or
• They are associated with an active billing contract.

In these cases, first stop the invoice schedule or remove them from the contract before attempting to archive.

How to restore a fee payer

1. Go to the Resident Profile.
2. Select the Booking tab.
3. Click the Fee Payer tab.
4. Click the Archived toggle near Add Fee Payer.
5. Find the Fee Payer you want to restore.
6. Click the three-dot menu and select Restore Fee Payer.
7. Enter the new weekly contribution and start date of their renewed funding.

When to restore a fee payer

A common reason to restore a Fee Payer is when one was archived in error. 

For example, you may have initially believed the resident’s funding was private and archived a local authority fee payer. However, before the billing cycle began, you discovered that local authority funding was indeed correct, so you archive the private fee payer. 

Later on, if the funding changes again and the private party becomes responsible, it’s more appropriate to restore the original private fee payer instead of creating a new one—this maintains accurate funding history and avoids duplication.