Finance
Record a Payment
Record money received from a student and allocate it to open charges.
Record a payment only after money is received.
Payment Flow
The payment amount and allocation total must match exactly.
Before You Start
- The student has at least one open charge.
- The received amount is known.
- Staff know which charge or charges the payment should settle.
Current payment recording is for cash payments.
Steps
- Open the finance workspace.
- Select the student account.
- Click Record payment.
- Enter the received amount.
- Allocate the amount to one or more open charges.
- Use Fill all charges when the student is paying the full open balance.
- Open payment details if the received date or notes need adjustment.
- Save the payment.
- Check the updated balance.
Fields
| Field | Meaning |
|---|---|
| Amount | Money received from the student. |
| Allocation plan | How the payment is applied to open charges. |
| Received at | When the payment was received. |
| Notes | Optional explanation for staff. |
Allocation Rules
- A payment must be fully allocated.
- Allocation total must equal the payment amount.
- You can split one payment across multiple charges.
- Do not allocate more than a charge's outstanding balance.
- Reversed payments no longer count toward the balance.
After Saving
- The payment appears in the Payments tab.
- Allocated charges update to unpaid, partially paid, or paid.
- The account summary updates.
- The payment appears in the payment register.
- Course-fee payment allocations may affect commission tracking when student attribution exists.
Common Mistakes
| Mistake | Result |
|---|---|
| Recording payment before creating charges | There is nothing clear to allocate it to. |
| Allocation does not match amount | Payment cannot be saved. |
| Allocating to the wrong charge | Student balance becomes misleading. |
| Forgetting to check balance after saving | Collection follow-up may be wrong. |