Payments

Last updated: March 2025

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.

Contact your school’s system administrator to request view or edit access if you cannot access the rights management screen.

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.

Once an overpayment is transferred, further payment cancellations and refunds for that term will no longer be allowed.

Transferring Overpayments

• Click on the balance (in parentheses)

• Select the term or fee where the overpayment should be applied

• Click Transfer to finalize

Once transferred, the amount will no longer appear as a transaction for the original school year but will be reflected as a deduction.

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.

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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.

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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.