Payments

Last updated: May 13, 2020 by ASL

Purpose: To manage a student's assessment, balance, and payment

Prerequisite/dependencies: Planning > Finance Setup; Finance > Reconciliation; Students

Output: Students with their financial information

Go to Finance > Payments

Viewing a Student's Finance Summary

The student should be enlisted first in the Enlistment before his/her record becomes visible in Payments.

1) In the drop-down-search box above Summaries, type the student's name or student number then click it.

2) Once clicked, the student's record will show sorted by school year while Other Fees are shown on a separate list.

Summary: School Year

Tuition - tuition fee amount for that school year
Total Payments - all payments made for that school year
Total Refunds - all refunds made for that school year
Balance - remaining payable for that school year

Summary: Other Fees

Total Amount - total amount of all Other Fees assigned to student
Total Payments - all payments made for Other Fees
Unpaid Fees - number of items, which remains unpaid
Balance - remaining payable for Other Fees

A Balance in a parenthesis means there's an over payment for that school year (see example under 2019-2020), which can be transferred to another school year. Refer to Transferring an Over Payment guide.

Creating a Reservation Payment

Navigation: Finance > Payments > (search the student name/number)

A Reservation Payment is usually used to reserve the student's slot for the school year. The amount paid is added on the student's Total Payments and may or may not be refundable depending on school policies.

1) Click + Reservation Payment

2) Fill out the necessary details:

School Year to Apply - what school year should the reservation fee apply?
Payment Mode - choose among the following. Depending on the choice, the succeeding values to fill out will differ:
- Cash - cash payment
- Bank Deposit
- Check
- Credit Card
- Online Payment
- Promissory Note

Payment Mode = CASH

Receipt Number
- toggle for either OR (green) or AR (blue)
- depending on the selected toggle, the format will appear on the placeholder (if format has been set)
Account Number - In which bank account should this payment be recorded? Choose among the account/s created in Reconciliation.
Value Date - when the transaction to school cashier was made
Amount - how much was paid for that transaction
Remarks - any additional detail about the transaction

Payment Mode = BANK DEPOSIT

Receipt Number
Account Number
Deposit Date - when the payment was deposited into the school's bank; usually indicated on the deposit slip
Value Date - when the transaction to school cashier was made
Amount
Remarks

Payment Mode = CHECK

Receipt Number
Account Number
Check Number - found on the actual check provided
Bank Name - found on the actual check provided
Value Date - when the check was handed to school cashier
Amount
Remarks

Payment Mode = CREDIT CARD and ONLINE PAYMENT

Receipt Number
Account Number
Gateway Bank - what bank the credit card belongs to
Transaction Code - usually indicated on the electronic transaction confirmation
Value Date - when the transaction to school cashier was made
Amount
Remarks

Payment Mode = PROMISSORY NOTE

Date to Pay - the committed date of payment
Promised Amount - the committed amount of payment on the committed date
Signatory - the person who asked for the promissory note
Remarks - any additional detail about the transaction

3) Once done, don't forget to click Record Payment.

4) The amount paid will be added on the student's Total Payments.

Managing a School Year's Transactions

Navigation: Finance > Payments > (search the student name/number)

Viewing all Transactions

Click View transactions of the school year you wanted to check. For this instance, we are viewing SY 2019-2020. The Summary box will also turn to Yellow to indicate that it is the currently selected school year.

To breakdown the details, let's take the first example:

OR: ____ - OR / AR number for the transaction
Cash - payment mode of the transaction
Date Recorded - when the transaction was inputted in the system
Value Date - when the transaction was actually made
Amount - how much was paid for that transaction

Click on Details to get the same details as in Summary:

Viewing the Ledger

A ledger is a permanent summary of all amounts entered separating transaction into debit and credit.

1) Click View transactions of the school year you wanted to check. On the upper right side, click View Ledger.

2) Once clicked, it will show all transactions classifying it as debit or credit.

Recording a New Payment

1) Click + New Payment.

2) Fill out the necessary details:

Payment Mode - choose among the following. Depending on the choice, the succeeding values to fill out will differ:
- Cash - cash payment
- Bank Deposit
- Check
- Credit Card
- Online Payment
- Promissory Note

Payment Mode = CASH

Receipt Number
- toggle for either OR (green) or AR (blue)
- depending on the selected toggle, the format will appear on the placeholder (if format has been set)
Account Number - In which bank account should this payment be recorded? Choose among the account/s created in Reconciliation.
Value Date - when the transaction to school cashier was made
Amount - how much was paid for that transaction
Remarks - any additional detail about the transaction

Payment Mode = BANK DEPOSIT

Receipt Number
Account Number
Deposit Date - when the payment was deposited into the school's bank; usually indicated on the deposit slip
Value Date - when the transaction to school cashier was made
Amount
Remarks

Payment Mode = CHECK

Receipt Number
Account Number
Check Number - found on the actual check provided
Bank Name - found on the actual check provided
Value Date - when the check was handed to school cashier
Amount
Remarks

Payment Mode = CREDIT CARD and ONLINE PAYMENT

Receipt Number
Account Number
Gateway Bank - what bank the credit card belongs to
Transaction Code - usually indicated on the electronic transaction confirmation
Value Date - when the transaction to school cashier was made
Amount
Remarks

Payment Mode = PROMISSORY NOTE

Date to Pay - the committed date of payment
Promised Amount - the committed amount of payment on the committed date
Signatory - the person who asked for the promissory note
Remarks - any additional detail about the transaction

3) Once done, don't forget to click Record Payment.

A student will be marked as officially enrolled once a payment has been recorded.

Cancelling a Payment

Common reasons for cancelling a payment: incorrect OR, incorrect amount, wrong student, etc)

1) Click Cancel on the rightmost part of the transaction to cancel.

2) Write the reason for cancelling the payment in the Remarks section.

3) Once done, click Cancel Payment.

4) Once cancelled, the amount will be deducted from Total Payments and be added on the Balance. The transaction will have Cancelled note as well.

5) Click on Details to see other information about the cancellation.

Logging a Refund

1) Click + New Refund

2) Fill out the necessary details:

Transaction Number - reference number for the refund transaction
Account Number - In which bank account should this payment be deducted? Choose among the account/s created in Reconciliation.
Amount - how much to refund for this transaction
Value Date - when the refund transaction to school cashier was made
Remarks - any additional detail about the refund transaction
Once done, don't forget to click Record Refund.

3) Once refunded, the amount will be deducted from Total Payments and be added on the Balance. The transaction will have Refunded note as well.

4) Click on Details to see other information about the refund.

Cancelling a Refund

1) Click Cancel on the rightmost part of the refunded transaction to cancel.

2) Write the reason for cancelling the payment in the Remarks section.

3) Once done, click Cancel Payment.

4) Once cancelled, the amount will be deducted from Balance and be added on the Total Payments. The transaction will have Cancelled note as well.

5) Click on Details to see other information about the cancelled refund.

Transferring an Over Payment

1) Click the Balance with over payment

2) Select the school year where the over payment will be transferred to

3) Once done, click Transfer.

4) Once transferred, the amount will be removed from Balance of that school year and be deducted on the Balance of the selected school year. It will not appear as a transaction for the selected school year, but will appear on its ledger.

Managing a Student's Assessment

Navigation: Finance > Payments > (search the student name/number)

Viewing a Student's Assessment

Click View Assessment of the school year you wanted to check. For this instance, we are viewing SY 2019-2020. The Summary box will also turn to Yellow to indicate that it is the currently selected school year.

The Tuition Plan assigned to the student is shown and listed down. If Payment Scheme has been selected during Enlistment, it will also be shown in this page; otherwise, it will only be blank (just like the example above).

Yellow Exclamation Point Mark - fee is excluded from installment computation. See Tuition Plan for more details.

Blue Question Mark - includes discounts and transferred over payment.

Adding a Discount

1) Click + Add discount

2) Select the discount to apply. One discount can be selected at a time.

3) One selected, click Apply discount.

4) The selected discount will immediately be applied once added.

Deleting a Discount

1) Click the collapsible button on the left side of Deductions to show all the discounts applied to the student.

2) Hover on the discount to remove; an X will appear on the rightmost side.

3) Click the X button to remove the discount.

4) The deleted discount will immediately be applied once removed.

Adding an Additional Charge (Penalty)

1) Click + Add additional charge

2) Select the additional charge to apply. One additional charge can be selected at a time.

3) One selected, click Apply additional charge.

4) The selected additional charge will immediately be applied once added.

Deleting an Additional Charge (Penalty)

1) Click the collapsible button on the left side of Additional Charges to show all the charges applied to the student.

2) Hover on the charge to remove; an X will appear on the rightmost side.

3) Click the X button to remove the discount.

4) The deleted charge will immediately be applied once removed.

Changing the Payment Scheme

Payment Scheme is usually set during Enlistment. However, it can be changed during payments as well.

1) On the lower portion of the Assessment, select the Payment Scheme to apply.

2) Once selected, it will immediately show the breakdown for that payment scheme.

3) To save the changes, click Save Changes on the right side of the selector.

4) A confirmation window will appear to verify the change. Click Yes to proceed.

5) Once confirmed, an information will appear advising the user to counter check any duplicate from the previous payment scheme

Managing Other Fees

Navigation: Finance > Payments > (search the student name/number)

Viewing Other Fees

Click View Other Fees of the school year you wanted to check. The Summary box will also turn to Yellow to indicate it is currently selected.

Other Fees assigned to the student are shown and listed down. To add/remove fees, refer to Other Fees (assign).

Recording a Payment for Other Fees

1) Click Pay on the rightmost part of the Other fee to pay.

2) Fill out the necessary details:

Payment Mode - choose among the following. Depending on the choice, the succeeding values to fill out will differ:
- Cash - cash payment
- Bank Deposit
- Check
- Credit Card
- Online Payment
- Promissory Note

Payment Mode = CASH

Receipt Number
- toggle for either OR (green) or AR (blue)
- depending on the selected toggle, the format will appear on the placeholder (if format has been set)
Account Number - In which bank account should this payment be recorded? Choose among the account/s created in Reconciliation.
Value Date - when the transaction to school cashier was made
Amount - amount for that specific fee; non-editable
Remarks - any additional detail about the transaction

Payment Mode = BANK DEPOSIT

Receipt Number
Account Number
Deposit Date - when the payment was deposited into the school's bank; usually indicated on the deposit slip
Value Date - when the transaction to school cashier was made
Amount
Remarks

Payment Mode = CHECK

Receipt Number
Account Number
Check Number - found on the actual check provided
Bank Name - found on the actual check provided
Value Date - when the check was handed to school cashier
Amount
Remarks

Payment Mode = CREDIT CARD and ONLINE PAYMENT

Receipt Number
Account Number
Gateway Bank - what bank the credit card belongs to
Transaction Code - usually indicated on the electronic transaction confirmation
Value Date - when the transaction to school cashier was made
Amount
Remarks