# 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.