Payments
Last updated: January 2025
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.
Contact your school’s system administrator to request view or edit access if you cannot access the rights management screen.
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
Only users with cashier or super admin roles can cancel payments. Cancellation works for both payments and refunds.
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
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.
View a Student's Ledger
Please reach out to the Edusuite Support team for assistance in managing ledger entries as this can cause issues if done incorrectly
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
DELETE: Please avoid using this. If needed, please reach out to Edusuite Support for assistance.
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.
Transferring overpayment will disallow any further payment cancellations and refunds to be made in the said term.
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
Only users with cashier or super admin roles can cancel payments.
To cancel the payment for a fee, click on the Cancel button on the right side of the Other fee
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 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
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