# 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