# Payments The **Payments** page allows you to view and document student transactions, manage payments, process refunds, issue exam permits, and download assessments. ## Access and Navigation You can access the **Payments** page under **Finance**.
Check the privilege assigned to your user account or role if you cannot view a link from the list. {% hint style="danger" %} Contact your school’s system administrator to request view or edit access if you cannot access the rights management screen. {% endhint %} ## Search for a Student
To find a student: * Enter a keyword or the exact student information in the search bar located in the upper-right corner * Press **Enter** to display all matching results ## Manage Student Transactions ### View Student Transactions
* Search for a student * A list of terms the student has enlisted under will appear * Click **View Transactions** for the desired term * A list of all transactions made by or for the student will be displayed, including canceled transactions. ### Issue Exam Permits
* While viewing student transactions, click the **Exam Permits** button * Select the grading period for the permit * Click **Issue Permit** to finalize
### Record a New Payment * While viewing student transactions, click **New Payment** located at the upper-right corner
* Fill in the required payment details and any remarks
* Click **Record Payment** to save the transaction ### Record a Refund * While viewing student transactions, click **Refund** located in the upper-right corner
* Enter the necessary refund details
* Click **Add Refund** to process the refund ### View Payment Details To see more details about a payment, click the **Details** button next to the transaction
### Cancel a Payment * Locate the payment to be canceled * Click **Cancel** at the end of its row
* Fill in the cancellation details and confirm
**Note:**
If all payments are canceled and the total amount equals zero, you will have the option to: * **Keep the student's enlistment and enrollment status** – The student remains enrolled * **Cancel the student's enlistment** – The student will no longer be enrolled in their courses ## View Term Ledger * Click **View Ledger** under the school year and term
* A detailed breakdown of the student’s transactions will be displayed
## Handle Overpayments If a balance appears in parentheses, it indicates an **overpayment** for that school year. This overpayment can be transferred to another term or used for other fees. {% hint style="info" %} Once an overpayment is transferred, further payment cancellations and refunds for that term will no longer be allowed. {% endhint %} #### Transferring Overpayments * Click on the balance (in parentheses)
* Select the term or fee where the overpayment should be applied
* Click **Transfer** to finalize {% hint style="info" %} Once transferred, the amount will no longer appear as a transaction for the original school year but will be reflected as a deduction. {% endhint %} ## Manage Other Fees
* If a student is assigned to pay **Other Fees**, a section for **Other Fees** will appear in their **Summaries** panel * Click **View Other Fees** to see a detailed list of assigned fees ## View and Manage Assessments ### View an Assessment
* Search for a student * Click **View Assessment** under the desired term * A complete breakdown of fees will be displayed, including: * Enlisted courses * Miscellaneous fees * Other fees * Penalties * Discounts * Payment scheme chosen by the student ### Add a Discount * While viewing an assessment, click **Discounts** at the upper-right corner
* Select a discount from the dropdown list (these are predefined in Finance Setup)
* Click **Add Discount** to apply it * The discount will appear under Deductions/Additions ### Add a Penalty * While viewing an assessment, click **Penalties** located in the upper-right corner
* Select a penalty from the dropdown list (these are predefined in Finance Setup)
* Click **Add Penalty** to apply it * The penalty will be reflected under **Deductions/Additions** ### Download an Assessment While viewing an assessment, you can download the student's assessment for the selected term.
## Frequently Asked Questions (FAQs) **Question:** Why can’t I refund a student’s overpayment amount? **Answer:** Refunds can only be processed within the **Total Payments** amount. If the refund amount exceeds the total payments made, the system will not allow the transaction. *** **Question:** How can I re-enroll a student after canceling their enlistment? **Answer:** * Go to **Finance > Payments > (Student Name) > View Transactions**. * Click **Add Payment**. * Enter **0** as the amount and check the box **Mark as Enrolled**. *** **Question:** Why don’t I see a "Cancel" button for a transaction? **Answer:** If an **overpayment transfer** has been made for that term, transactions within that term can no longer be canceled or refunded. This is because the overpayment amount is derived from all previous transactions. --- # 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-uni/admin-home/finance/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.