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On this page
  • Access and Navigation
  • Viewing a Student's Finance Summary
  • Create a Reservation Payment
  • View a Student Transaction
  • View a Payment Details
  • Cancel a Transaction
  • View a Student's Ledger
  • Record a Payment
  • Record a Refund
  • Transfer an Overpayment
  • View a Student's Assessment
  • Add Discounts
  • Remove Deductions
  • Add Additional Charges
  • Remove Additional Fees
  • View Details of Other Fees
  • Cancel a payment for Other Fees
  • Pay for Other Fees

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  1. Product Guide: K12
  2. Administrator
  3. Finance

Payments

Last updated: January 2025

PreviousOnline Payments DashboardNextPayments Verification

Last updated 3 months ago

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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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