Payments
Within the Accounts tab of the Student Profile, the Payments section provides a complete list of all payments made by the student. Each payment entry includes key details such as the Payment ID, method of payment, status, amount, and more, allowing for a quick and easy view of payment history at a glance.
To add a new payment, click the green New Payment button in the Payments section of the Student Profile.
If you are not processing an online payment through ampEducator (such as a credit card transaction) and are simply recording a payment, keep the Payment Type set to Default in the dropdown menu. Then, fill out the remaining fields as necessary to accurately record the payment details.
To process an online payment, select Online as the Payment Type instead of Default. This will update the payment modal to include fields for credit card and billing information.
If the Student has a saved card on file, you can check Use Saved Card to automatically fill in the payment details. Saved credit card information can be managed in Student Accounts / Credit Cards.
When entering a new payment, the system will automatically apply the payment to outstanding charges by default. However, you can choose to manually apply the payment to specific charges if needed. Any overpayment will be recorded as a credit on the Student’s account, which can be used for future charges.
The New Account Payment modal includes the following fields:
- Payment From – The Student or entity making the payment.
- Payment By Agent – If Yes is selected, a dropdown menu will appear to choose the agent handling the payment.
- Date – The date the payment is recorded.
- Payment Type – Specifies whether the payment is being recorded or processed:
- Default – Logs payments made outside of ampEducator without processing a transaction.
- Online – Processes a credit card payment through ampEducator, displaying fields for billing details. If a saved card is available, selecting Use Saved Card autofills the information.
- Method – The payment method used (e.g., Visa, cash, check). You can add or edit payment methods in Institution Config / Accounts / Accounts / Payment Accounts.
- Funding Source – Typically used for private bursaries and scholarships. These can be managed in Institution Config / Accounts / Funding.
- Description – Additional details about the payment.
- Amount – The payment amount.
- Apply Type – Determines how the payment is applied:
- Auto Apply – Automatically applies to the oldest invoices or charges first.
- Select Invoices – Manually choose which invoice the payment should be applied to.
- Select Charges – Manually choose which charge the payment should be applied to.
- Apply to Payment Plan – Determines if the payment should be applied to a payment plan:
- Auto Apply – Automatically applies to the oldest payment plan item.
- Select Plan Items – Manually choose specific payment plan items.
- None – The payment will not be applied to a payment plan.
- Notes – Any additional notes for the transaction.
Click the (+) expansion button next to a payment to open the payment activity feed, which shows how the payment has been applied. This includes invoices or charges the payment was applied to, any refunds or adjustments, payment plan details, and commission payouts if applicable. This provides a quick overview of the payment’s status and allocation.
For a more detailed view, click the View Payment icon next to the payment.
This opens a modal with comprehensive payment details, including the Student, payment status, method, funding source, amount, and how the payment was applied. It also includes transaction history, such as invoices or charges the payment was applied to, any refunds or adjustments, payment plan applications, and journal entries. This provides a complete financial record of the payment for tracking and reconciliation.
Next to each payment in the Payments List, you’ll find quick action icons that serve as shortcuts to common payment actions.
The available actions include:
- View Payment – Opens detailed payment information.
- Edit Payment – Modify payment details.
- Refund Payment – Issue a refund for the payment.
- Email Receipt – Send a receipt to the Student.
- Download Receipt – Save a copy of the payment receipt.
- Delete Payment – Remove the payment from the system.
These shortcuts provide quick access to common payment-related actions, helping streamline financial management.
The More Actions dropdown menu provides additional options for managing payments beyond the quick action icons.
- Process Refund – Allows you to select a payment and issue a refund if needed.
- Auto Apply Payments to Invoices/Charges – Automatically applies all available payments to outstanding invoices or charges at once.
- Unapply All Payments to Invoices/Charges – Removes all applied payments from invoices or charges.
- Auto Apply Payments to Payment Plan – Automatically applies all available payments to outstanding payment plan items.
- Unapply All Payments to Payment Plan – Removes all applied payments from payment plans.
These options provide a way to apply or unapply multiple payments at once, ensuring payments are properly allocated across invoices, charges, and payment plans.