---
title: Payments
slug: 5LiA-payments
createdAt: 2025-02-08T18:07:33.854Z
---

## 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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/tRrhB9fcJiBnQOMaVjFZw_image.png)

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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/e8KngiJyKRksJ9Fjd2A18_image.png)

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. 

:::hint{type="info"}
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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/kNmIa56XhL-aZWqqGiaA8_image.png)

Only limited fields can be updated after a payment has been created:

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/MocSrwMBGHHMdgZTdrqyG_image.png)

- **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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/V6C0UfcOsucQ4won4ZvqU_image.png)

A window will appear showing the full details of the payment.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/nNKvH7P9wY3vYl8DsmYkW_image.png)

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. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/fearX7M8NcLLxBwHhFxq2_image.png)

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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/VFGJIkvjvaZfCf0GsC8gH_image.png)

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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/Ns_B0Whyc9DaKVdNiF3oz_image.png)

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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/rIx3w59G689dPc9fBSGTB_image.png)

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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/5EQ80kT-3kTno5GACPaan_image.png)

A window will appear where you can enter the refund details.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/LqV2EW6F8d9mPz0xr1Tif_image.png)

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 

:::hint{type="warning"}
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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/YEZU5HvHVJ8JF082XdzXV_image.png)

A cancellation window will appear where you can review the details. Enter a **cancellation reason**, then click **Cancel Refund** to confirm.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/T5igm6n4odN-OGpfwoadC_image.png)

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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/3zD0yDIWpFScC9X2ENg_b_image.png)

A cancellation window will appear where you can review the payment details and enter a cancelled reason.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/KebqQZXcxBAUG2J0xjiPU_image.png)

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**.

:::hint{type="danger"}
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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/Ary1xummKffuUKqgZDV8m_image.png)

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.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/TwxQS6QAl0o7c3xR-YVC8_image.png)

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.