Payments
Last updated: March 2025
Last updated
Was this helpful?
Last updated: March 2025
Last updated
Was this helpful?
The Payments page allows you to view and document student transactions, manage payments, process refunds, issue exam permits, and download assessments.
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.
Contact your school’s system administrator to request view or edit access if you cannot access the rights management screen.
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
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.
While viewing student transactions, click the Exam Permits button
Select the grading period for the permit
Click Issue Permit to finalize
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
While viewing student transactions, click Refund located in the upper-right corner
Enter the necessary refund details
Click Add Refund to process the refund
To see more details about a payment, click the Details button next to the transaction
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
Click View Ledger under the school year and term
A detailed breakdown of the student’s transactions will be displayed
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.
Click on the balance (in parentheses)
Select the term or fee where the overpayment should be applied
Click Transfer to finalize
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
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
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
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
While viewing an assessment, you can download the student's assessment for the selected term.
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.
