# Payments This feature allows you to manage and view a student’s assessment, balance, and payments. ## Access and Navigation The **Payments** module can be found under **Finance**

If you cannot view the link from the list, check the privilege assigned to your account or role. {% hint style="danger" %} Contact your school’s system administrator to request view or edit access if you cannot access the rights management screen. {% endhint %} ## Viewing a Student's Finance Summary * To view a student’s finance summary, search for the student’s name or student number in the search box

* Once the student is selected, the student’s records will be shown * Finance records of the student sorted by year (most recent first) * **School Year** - school year the student is active * **Assessment** - Total due amount for the student for the school year * **Total Payments** - Total of all payments made for the school year * **Total Refunds** - Total of all refunds made for the school year * **Balance** - Remaining payable for the school year * Other fees will be located at the bottom * **Total Amount** - Total amount of all other fees assigned to the student * **Total Payments** - Total payments made for other fees * **Unpaid Fees** - Total number of unpaid items * **Balance** - Remaining payable for other fees

## Create a Reservation Payment A Reservation Payment is used to reserve the student's slot for the school year. The amount paid is added to the student's Total Payments. * To record a reservation payment, click on **+ Reservation Payment**

* Fill up the details needed * **School year to apply** - choose which school year the reservation payment is for * **Total Amount** - total amount paid * **Receipt number** - Add an OR (green) or AR (blue) * **Account Name** - choose which bank this will be recorded to * **Payments** - Payment breakdown * Payment mode * Value date - the date when the transaction was made * Amount - amount for the selected payment mode * +Add Payment - Add more payment records as needed. The total amount here needs to match the “Total Amount” field * Remarks - Any additional details about the transaction * Click **Record Payment** once done ## View a Student Transaction

* To view a student’s transactions, click on **View Transactions** on any school year * Click the **View** dropdown and choose **All transactions** * This will show all transactions made by the student for the school year * **Payment Summary** * OR/AR - OR/AR number assigned to the transaction * Payment mode - mode of transaction * Date recorded - Date when the payment was recorded * Value date - Actual date when the payment was made * **Amount** - How much was paid in the transaction * **Details** - More details on the transaction * **Cancel** - Cancel the payment ## View a Payment Details While viewing a student’s transactions, you can click on the **Details** button on the right side of the payment to view more information about the payment

A new window will pop up showing you more detailed information

## Cancel a Transaction {% hint style="warning" %} Only users with cashier or super admin roles can cancel payments. Cancellation works for both payments and refunds. {% endhint %} * While viewing a student’s transactions, you can click on the **Cancel** button on the right side of the transaction to cancel it

* A new window will pop up showing you the required information before canceling the payment * **Email** - Email address of a cashier/super admin who will cancel the payment * **Password** - The login password of the user * **Status** - Choose which status the payment will be after cancellation * **Remarks** - Any additional remarks on the cancellation

* Click **Cancel Payment** after

{% hint style="warning" %} If all payments are canceled and the student’s total payment reaches zero, you will be shown an option to cancel/keep the student's enrollment status. {% endhint %}

## View a Student's Ledger {% hint style="danger" %} Please reach out to the Edusuite Support team for assistance in managing ledger entries as this can cause issues if done incorrectly {% endhint %} * While viewing a student’s transactions, click on the **View Ledger** button on the upper-right side to view the student’s ledger

* A new page will appear showing you the student’s ledger * Date - Date when the ledger entry was added * Details - Details of the ledger entry * Debit - amount deducted from the student’s total balance * Credit - amount added to the student’s total balance * Delete - Delete the ledger entry {% hint style="warning" %} DELETE: Please avoid using this. If needed, please reach out to Edusuite Support for assistance. {% endhint %}

## Record a Payment * To record a new payment, click on **+ New Payment**

* Fill up the details needed: * **Total Amount** - total amount paid * **Receipt number** - Add an OR (green) or AR (blue) * **Account Name** - choose which bank this will be recorded to * **Payments** - Payment breakdown * Payment mode * Value date - the date when the transaction was made * Amount - amount for the selected payment mode * \+ Add Payment - Add more payment records as needed. The total amount here needs to match the “Total Amount” field * **Remarks** - Any additional details about the transaction * **Mark as officially enrolled** - If a student is not yet enrolled, an optional check box will appear. Tick to mark the student as officially enrolled

* Click **Record Payment** once done ## Record a Refund * To record a new refund, click on **+ New Refund**

* Fill up the details needed: * **Transaction Number** - Add a transaction number for the refund * **Account Number** - choose which bank this will be recorded to * **Total Amount** - total amount paid * **Value date** - the date when the transaction was made * **Remarks** - Any additional details about the transaction

* Click **Record Refund** once done ## Transfer an Overpayment A Balance in parenthesis means there's an overpayment for that school year, which can be transferred to another school year.

{% hint style="warning" %} Transferring overpayment will disallow any further payment cancellations and refunds to be made in the said term. {% endhint %} * To transfer an overpayment, click on the balance in parenthesis * Select the school year where the payment will be transferred to

* Click **Transfer Overpayment** once done * Once transferred, the amount will be removed from the Balance of that school year and deducted from 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 ## View a Student's Assessment

* To view a student’s assessment, click on **View Assessment** on any school year * This will show a breakdown of the student’s assessment for the selected school year * **Assessment** - Breakdown of the student’s tuition fee, miscellaneous fees, and other fees assigned to the student * **Payment due dates** - Amount payable and their due dates ## Add Discounts * To add a discount, click on the **+Add discount** button on the student’s assessment

* A new pop-up will appear showing where you can select the discounts to be added to the students

* Click **Apply discount** once done ## Remove Deductions * To remove a discount, hover over the discount and click the **X** button

* A new pop-up will appear, confirm the removal of the discount

## Add Additional Charges * To add a charge, click on the **+Add additional charge** button on the student’s assessment

* A new pop-up will appear showing where you can select the additional charges to be added to the students

* Click **Apply additional charge** once done ## Remove Additional Fees * To remove an additional charge, hover to the charge and click the **X** button

* A new pop-up will appear, confirm the removal of the additional charge

## View Details of Other Fees * To view the payment details for a fee, click on the **Details** button on the right side of the Other fee

* A new pop-up will appear showing you the details

## Cancel a payment for Other Fees {% hint style="warning" %} Only users with cashier or super admin roles can cancel payments. {% endhint %} * To cancel the payment for a fee, click on the **Cancel** button on the right side of the Other fee

* Click **Cancel Payment** once done ## Pay for Other Fees * To record a new payment, click on the **Pay** button on the right side of the other fee

* Fill up the details needed: * **Payment mode** * **Receipt number** - Add an OR (green) or AR (blue) * **Account Number** - choose which bank this will be recorded to * **Transaction date** - the date when the transaction was made * **Amount** - amount for the selected payment mode. The amounts are set and cannot be edited * **Remarks** - Any additional details about the transaction

* Click **Record Payment** once done --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://info.edusuite.asia/product-guide-k12/admin-home/finance-module/payments.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.