Payments
Payments Overview
The Payments section provides a centralized view of all payments recorded for a student. From here, you can review payment details, apply or reallocate payments, cancel transactions, issue refunds, and access receipts.
All payments are recorded as posted transactions. Once created, they cannot be fully edited. If changes are required, the payment must be cancelled and a new payment created.
Creating a Payment
To create a payment, click the New Payment button. A New Account Payment window will appear where you can enter the payment details.
Fill in the following fields:
- Payment From: Displays the student the payment is being recorded for.
- Payment By Agent: Indicates if the payment is being made by an agent.
- Date: The date the payment was made.
- Payment Type: Defines the type of payment being recorded.
- Method: The payment method (e.g., cash, credit card, cheque).
- Funding Source: Optionally associate the payment with a funding source.
- Description: Optional details about the payment.
- Amount: The total payment amount.
- Apply Type: Determines how the payment is applied to outstanding invoices or charges.
- Auto Apply: Automatically applies the payment to any outstanding balances.
- Select Invoices: Allows you to choose specific invoices.
- Select Charges: Allows you to choose specific charges.
- Apply to Payment Plan: Controls how the payment is applied to a payment plan (if applicable).
- Auto Apply: Applies the payment to upcoming plan items automatically.
- Select Plan Items: Allows you to choose specific plan items.
- None: Does not apply the payment to the payment plan.
- Notes: Additional internal notes related to the payment.
If a payment is not fully applied, the remaining amount will remain on the account and can be applied later.
Click Add to record the payment.
Editing a Payment
To edit a payment, click the Edit icon next to the payment.
Only limited fields can be updated after a payment has been created:
- Funding Source: Update or assign a funding source
- Description / Notes: Modify or add additional details
All other fields — including amount, method, date, and applied allocations — cannot be changed. To make changes to these values, the payment must be cancelled and a new payment created.
Viewing a Payment
To view a payment, click the View icon next to the payment.
A window will appear showing the full details of the payment.
A window will appear showing the full details of the payment, including its status, amount, and how it has been applied.
You can also view a breakdown of:
- Payments applied to invoices or charges
- Payments applied to a payment plan
- Any refunds issued
If the payment has been cancelled, a banner will appear at the top showing the cancellation details.
Applying a Payment
If a payment has not been fully applied, you can manually apply it to invoices, charges, or payment plan items.
To apply a payment, locate the payment in the Payments section and expand it. In the Outstanding Invoices / Charges section, click the Apply Payment icon next to the item you would like to apply the payment to.
An Apply Payment window will appear where you can review the details. Enter or adjust the Applied Date and Applied Amount, then click Apply Payment to confirm.
The payment will be applied based on the available balance, and the applied and remaining amounts will update automatically.
Cancelling an Applied Payment
If a payment has already been applied and needs to be adjusted, you can remove the applied amounts without cancelling the entire payment.
To unapply a payment, locate the payment in the Payments section and expand it. In the Applied To Invoices / Charges section, click the Cancel Applied Paymet icon next to the item you would like to remove the payment from.
A Cancel Account Payment Applied window will appear where you can review the details. Enter a cancellation reason, then click Cancel Payment Applied to confirm.
The applied amount will be removed from that item and returned to the payment as an unapplied balance.
Refunding a Payment
To refund a payment, click the Refund icon next to the payment.
A window will appear where you can enter the refund details.
Fill in the required fields:
- Date: The date the refund is being recorded
- Description: Details about the refund
- Amount: The amount being refunded
- Refund Method: The method used to issue the refund
Click Refund to complete the process.
Once processed:
- The refunded amount will be recorded against the payment
- The payment totals will update accordingly
- The refund will appear in the Refunds section of the payment details
Recording a refund in the system does not process the refund through the original payment method. It is used to track that a refund has been issued.
Cancelling a Refund
If a refund was entered incorrectly, it can be cancelled from the payment details.
To cancel a refund, locate the payment in the Payments section and expand it. In the Refunds section, click the Cancel (remove) icon next to the refund you would like to cancel.
A cancellation window will appear where you can review the details. Enter a cancellation reason, then click Cancel Refund to confirm.
The refund will be removed and the payment totals will update accordingly.
Cancelling a Payment
To cancel a payment, click the Cancel Payment icon next to the payment.
A cancellation window will appear where you can review the payment details and enter a cancelled reason.
Click Cancel Payment to confirm.
Once a payment is cancelled:
- Any amounts applied to invoices, charges, or payment plans are reversed
- The payment balance is set to 0
- The payment status is updated to Cancelled
A banner will appear when viewing the payment showing the cancellation date, user, and reason.
Once a payment has been cancelled, it cannot be undone. If needed, a new payment must be created.
Payment Receipts
You can download or send a receipt for a payment directly from the Payments page.
To access receipt options, use the available icons next to the payment.
Available options include:
- Email Receipt: Sends the receipt to the student
- Download Receipt: Downloads a copy of the payment receipt
The receipt includes key payment details such as:
- Student and institution information
- Payment ID and status
- Date and payment method
- Amount and description
If applicable, additional transaction details (such as online payment references) will also be included.
Receipts can be accessed at any time, including for cancelled or refunded payments.
Bulk Payment Actions
The More Actions dropdown provides tools to apply or unapply payments in bulk across invoices, charges, and payment plans.
Available options include:
- Auto Apply Payments to Inv / Charges: Automatically applies all unapplied payments to outstanding invoices and charges
- Unapply All Payments to Inv / Charges: Removes all applied payments from invoices and charges, making them unapplied again
- Auto Apply Payments to Payment Plan: Automatically applies payments to any active payment plan items with outstanding balances
- Unapply All Payments to Payment Plan: Removes all applied payments from payment plan items
These actions are useful when managing multiple payments at once or when reassigning how payments are applied.