Staff with the Fees Admin role can record offline payments, such as cash, bank transfer or childcare vouchers, against a student's charges.
This article explains how to record offline payments, using cash, bank transfers, refunded credit, or childcare vouchers for example. In order to record payments you will need to have the Fees Admin staff role enabled. Contact your school Organisation Super Admin user(s) to give you permission if you don't have this.
Please watch the video or alternatively follow the steps below.
Record Payment
In this video: Manually recording a Payment
- Click on Fees. You can find this tab on the side menu or the main page below your diary.
- Click on Record Payments
From here, you can either record a payment for a Single Student or record a payment for several students in an Event.
Student Payments
3. Search for the Student name
4. Filter the outstanding charges as required.
5. Use the Toggle All button to select all charges or check the box for an individual event.
6. Click Record Payment
7. If they are paying the whole amount click the Set All to Outstanding Amount shortcut button to autofill the amounts. If not, enter the amounts manually.
8. Complete the Reference.
9. Next, either select Payment Method in the boxes below or if they already have credit on the system, select > Pay Using Parent Balance. A table will appear showing the parents' names and their credit and voucher balances (Voucher payments may not be enabled for your school - contact us if you would like to enable them).
10. Click on the Credit balance. It will be highlighted in green if there is enough money to pay with. For voucher payments, if your school allows voucher balances to go into debt you could select a negative voucher balance to pay with.
11. Click Pay with Credit Balance.
12. A Payment summary screen is shown. From here you can navigate away from the screen or click on Record Another Payment.
Please note: the parent/student will not receive a notification telling them the fee has been paid.
Event Payments
In this example, we will look at an event called Season 2 Uniform
3. Search for the Event name
4. Filter the outstanding charges as required.
5. Use the Toggle All button to select all charges or check the boxes for each student.
6. Click Record Payment
7. If all parents have paid the full amount, use the shortcut button Set All to Outstanding Amount to populate the payment column with the amount.
8. Otherwise you can enter the individual amounts.
9. Complete the References as required
10. Choose a payment method from the drop-down list for each student.
11. Press Record Payment
12. A Payment summary screen is shown. From here you can navigate away from the screen or click on Record Another Payment.
Please note: the parent/student will not receive a notification telling them the fee has been paid.