Introduction

Student payment management refers to the processes and systems that are available in the platform to manage student payments for tuition, fees, and other educational expenses. The student payment management functions are used to ensure that payments received are processed accurately and efficiently, sending bills or invoices to students for tuition, fees, and other educational expenses, and processing refunds etc.

Student Payment Summary

Student payment menu allows you to record various types of payments made by students to the college such as student tuition fees, service fees, OSHC (Overseas Student Health Cover), enrolment fee, material fee and other miscellaneous fees. This menu also allows you to view student payment history, their individual payment transactions, refund made to student.

To manage this function, follow the instructions below:

• Click Accounts > Student payment.
• This will take you to the Student Payment Homepage where you will be able to search for specific Students using the search criteria (as shown below).

• Click Search to look for Students. List of Students will appear on the page. To view Student Payment Summary, click the view icon .

• Student payment summary allows you to view all Student payment information which includes Student's course information, payment schedule and copy of payments made.

Initial Payment – Creating Schedule and Processing payment

This menu allows you to process upfront fee paid by the student and also allow you to create payment schedule for future payments. To manage this function, please follow the instructions below:

• Click Accounts > Student Payment
• Search selected Students using search criteria or enter their information e.g. Student ID ( if known)
• Click this icon to view selected student's Student Payment Summary.

Student Payment Summary page contains Student's course information, payment schedule and fees that this Student may have paid already.

There are number of icons and menu that you can choose

Create individual schedule manually

Create combined invoice only (no Receipting), combined invoice is for Tuition Fee + Miscellaneous Fees together to share the same invoice number

Generate Statement of Accounts for the Student for multiple courses

Generate summary invoice for selected Course only

Create Sanction message (Refer to sanction feature)

Record diary notes (Accounts related)

Manage Payment Checklist (Checklist must be created using Admin > Configuration and Setup > Checklist setup)

On this example, this student has no record of payment yet. Once this student is ready to pay her upfront fees, accounts officer will be able to process payment by following the instructions below:

Click Accounts > Student Payment > Initial Payment

• Check the Student Course information, and enter relevant information e.g. Course, Commission period (as per college and Agent agreement), Payment Type, Invoice due date, applied commission.
• Click Start Initial Payment (as per selected payment type).

• Enter Payment information

• upfront fee to pay ( as per the upfront course schedule)

• upfront fee paid ( actual amount)

• Paid duration (e.g. how many months will the upfront fee cover)

• Payment date

• Bank deposit date ( if payment has been made via bank deposit)

• Payment mode e.g. Cash, Credit card, EFT, bank deposit).

Note: You may also tick the box if Agent Commission will be deducted from the upfront fee (as per Agent/college agreement) or if you would like to provide agent bonus.

• For the miscellaneous payment information, tick which fees are included in the upfront payment. In the example below, we have tick Enrolment fee and material fee.

• For the Total payment Summary, you will notice that total received amount will include the upfront fee + any miscellaneous fee (as shown below).

• Tick box Apply surcharge to add the charge on the total Student payment. Depending on the transaction percentage, enter the corresponding surcharge amount. On the example below, transaction fee is 3% of total amount, so total receivable amount is $6128.50 (including surcharge).

• If your College is willing to absorb the fees, you may tick the box Add Bad debt amount and the total payment to be received will not change. You may want to add notes on the remarks section to record any important comments etc

• You can also generate next payment schedule on this page by ticking the box Generate Next Payment Schedule. If you initially setup payment schedule on the offers stage, the system will automatically tick the box and generate the remainder amount, the number of instalments and the frequency of payment. Schedule due dates will appear as well (as shown below).

You can select Invoice Type to be either "Same Invoice No" – which is to share the invoice number for multiple instalments, or "Auto generate Invoice No" – to generate the new Invoice number for each invoice.

• Click Record Payment to save payment information. A pop up message will appear to confirm your due dates and the amount due for the next payment schedule. Click Confirm Schedule to save.

The system will direct you back to the Student Payment Summary page. It will now show Student's payment schedule which includes paid payment list (as shown below).

Modifying Invoices

The System has the ability to let you modify Invoice scheduled as required – examples would be if student requested for payment extension or if student can only pay a certain amount and add the remainder on the next schedule. To manage this function, follow the instructions below:

• Click Accounts > Student Payment
• Enter selected student's information e.g. Student number and click Search

• Click View to go to Student Payment Summary

• Select the payment schedule you need to modify Click the modify icon

• A pop up screen will appear to allow you to update the schedule. Enter the new changes e.g. new due date, new amount etc.
• You may also choose to update this schedule only, Update all remaining unpaid schedules, delete this schedule or delete all remaining unpaid schedules

• Click Update to save changes.

Payment Schedule fee (Receipting)

       For the remaining payments, you can process transactions by following the instructions below:

• On the Student Payment Summary page, select the transaction to be processed form the payment schedule and click this to start the process.
• On the transaction information, select Payment mode and enter payment date and/or bank deposit date (if applicable).
• Tick the Pay type. In the below example, this schedule is for the tuition fee instalment.

• Tick the appropriate box if you need to apply surcharge (as per the example above), or add late payment fee. The total amount received should include the invoiced amount + surcharge amount or late payment fee (if applicable).

• Click Process transaction. A confirmation message will appear to indicate payment has been processed.

Generate Student and Agent Invoice

On the Student Payment Summary, you can generate both Student and Agent invoice. It will be downloaded from the system and you have an option to print it and/or send it to Student and/or Agent via email. To manage this function, follow the instructions below:

• Click Accounts > Student Payment > Summary
• From the Student payment schedule list, select the Invoice schedule you would like to generate.
• To generate student invoice, click the fourth icon  in the Action column. The invoice will be downloaded as a PDF file.

• To generate the Agent invoice, click the fifth icon . Invoice will be downloaded as a PDF file.
• To send these invoices in an email, click this icon . This will open a page to allow you to send the email to either student or agent or both (as shown below).

• After writing the email on the field provided, tick the corresponding boxes at the bottom of the page, to attach the Student schedule invoice, send invoice and to ensure that this email is added to the student Communication log.
• Click Send Email

Note: If you are sending this email to an Agent only, select Agent email and tick the box Attach Agent Schedule Invoice (agent only) and Add to Agent Communication Log to record ( as shown below).

Invoice Credit

Apply and manage Credits to individual Student scheduled Payment invoices.

Invoice Credit amounts can be used to reduce Student Fees.

• Click Accounts > Student Payment > Summary
• From the Student payment schedule list, select the Invoice schedule you would like to apply a Credit for.
• Click the Invoice Credit icon  in the Action column.

• The Invoice Credit window will open.

• Enter the Credit Amount, Credit Date, Remarks (as required)
• Select to record the Credit for individual or all Invoices
• Click Add Invoice Credit
• The Credit is recorded

• The Credit Amount is available when recording Transaction processing

Combine Invoice/ Individual Invoice

This menu allows you to combine tuition fees, miscellaneous fees and other surcharges in one invoice.
To manage this function, follow the instructions below:

• On your Student Payment Summary page, click Combine Invoice icon located on the page's top right hand side (as shown below)

• Tick the invoices you would like to include in one invoice. As per the example below, we will combine Student's invoices for tuition fee, enrolment fee and material fees.

• Select the Invoice Type e.g. New Invoice Number or Link with Existing Invoice Number
• If new Invoice number is selected, system will automatically generate the next Auto Invoice number.
• Select Payment Due date and click Generate.
• System will generate a confirmation message to indicate invoice has been generated successfully.

Tuition Fee – Receipts

1. To generate Student Receipt, follow the instructions below:

• On the Student Payment Summary Page, select the transaction that student have paid and click Generate Student Receipt Icon . The receipt will download in a PDF file which you can print or send to students via email. To send via email, click

2. To generate Agent Receipt, follow the instructions below:

• On the Student Payment Summary Page, select the transaction that Student have paid and click Generate Agent Receipt Icon . The receipt will download in a PDF file which you can print or send to Agents via email. To send via email, click

Reverse Payment Transaction

This menu allows you to "reverse" any transaction in its previous status. To manage this function, follow the instructions below:

• On the Student Payment Summary Page, go to Paid payment list and click reverse transaction icon .

• A Reverse Transaction pop up screen will appear and the system will prompt you to enter Reverse comment – e.g. reason why you are reversing this transaction.

• Click Reverse Now button to continue with the process. Note that the reversed transaction will be marked in Orange (as shown below).

Note: you can revert back to the old transaction by clicking the green arrow

Miscellaneous Payment

This menu you can process and manage miscellaneous payments like OSHC, enrolment fee, printing, photocopy, late payment fee etc. To process miscellaneous payments, follow the instructions below:
Note: Miscellaneous Fees are setup using Accounts > Accounts Setup section

• On your Student Payment Summary Page, click Miscellaneous Payment. On this page, default list of all miscellaneous payments that has been created will appear as shown below.

You can manage current miscellaneous payment record by using the action icons located on each miscellaneous transaction. Refer to the table for each icon's function.

While adding miscellaneous payment record, you can either create an Invoice or create a receipt based on transactions. You can also enter other details such as GST, Agent rebate etc.

Students may incur some other miscellaneous fees which may include late payment fees, library fees, photocopy or printing fees, enrolment fees etc. To record these transactions in this system, follow the instructions below:

• On you Student payment page, click Miscellaneous payment

• In the Add/Update Transaction section, enter relevant information such as Payment type e.g. Enrolment fee, course, Payment status, Total amount paid and click Record.

Recording Payment as a receipt

To record the payment as a receipt, in the same section, select Payment Status – Normal (Paid) and select the mode of payment used e.g. credit card, cash etc. Click Record to save.
       

Refund Payment

This menu allows you to refund Student payments as required. Refunds usually has to be made due to various reasons e.g. Student visa has not been granted, Student withdraw from the course etc. Refunds can be made for both Student and Agent payments.

To manage this function, please follow the instructions below:

• Click Accounts > Student Payment > Summary
• On the Student payment list, select the payment that needs to be refunded and click the icon to commence refund process.

• Enter the relevant information on the Student Refund Details

As shown in the example below, Student paid $1000. You can manually add the total Student refund amount, administration cost, Student refund mode (how the refund is going to be sent e.g. direct debit, cash, and credit card) and the expected date for the Student to receive the refund.

You can record administration fee (if applicable) that will not be refunded back to the Student and the system will show the net refund that is paid to the Student and you can enter the refund mode and refund date.

4. If you have issued commission payment to the Agent, you might want to get them to return the commission as the Student is not going ahead with the enrolment. This is referred to as Agent Claw back commission. To facilitate this process, enter the relevant details such as Agent commission refund amount, GST refund amount (if applicable), Agent refund amount, refund mode (how the refund is going to be sent e.g. direct debit, cash, and credit card) and the expected date for the Agent to return the commission paid. Refer to the example below:

5. After the administration cost has been deducted, the system will deduct it and will provide the Student net refund amount. In the example below, the refund amount Student is expected to receive is $750.00. Once confirmed click Refund.

6. Once refund has been processed, you will be automatically going to be directed to the Refund History Page which shows you the refund information as shown below. You may edit/view/delete the information as required.

7. The refund information is also displayed on the Student Payment Summary

Transfer Payment

This menu allows you to transfer payment from one course to another. A perfect example of this will be Students wanting to change courses but has already paid for the initial course.

To perform this function, follow the instructions below:

1. Go to Student Payment Summary page > Transfer Payment

2. On the Transfer Payment page, select the course from which you want to transfer the payment. Take note of the available amount that you can transfer to the new course. As for the example below, we will need to transfer payment from current Student Certificate III in Aged Care to Diploma of Human Resources Management.

3. Enter all the relevant information (as shown below) and click Transfer.

3. A message in green will confirm the payment transfer as shown below.           

Notes:

• As per our example, $2000 is the transferred amount and the description of the payment mode marked by red circle is Course Transferred. Also the system will automatically create payment schedule & Paid payment to the transferred course if the existing course did have any payment schedules setup previously.
• Also if you have selected Transfer Type to be existing invoice then you can select the invoice that you are looking to settle into
• Agent commission will be calculated according to the transfer amount as per the percentage specified.
• Transfer Payment is recorded as a refund for the 'From Course'.

Student Scholarship

This menu allows you to manage scholarship information for the Student. 

A student scholarship is a financial award given to a student to help pay for their education. Scholarships are typically awarded based on academic merit, athletic achievement, financial need, or other criteria established by the scholarship provider. Scholarships can be awarded by a variety of organizations, such as education providers, private foundations, corporations, or government agencies. They may cover some or all of the costs of tuition, fees, books, and living expenses. Scholarships do not have to be repaid, making them an attractive source of funding for students who are looking to reduce the financial burden of their education.

To manage this function, follow the instructions below:

1. Go to Student payment summary page and click Student Scholarship.

2. Type in the Scholarship amount and a short description e.g. Scholarship information on the field provided.

3. Click Add Scholarship. Student scholarship information will be added as per the system confirmation message that will appear on the page (as shown below).
       

Statement of Account

This feature allows you to generate copy of Students' Statement of Account. To use this feature, follow the instructions below:
1. On the Student Payment Summary Page, click Statement of account icon (SOA)

2. Once you click on this icon, the system will download a PDF copy of the selected Student's Statement of Account which can be printed out or can be sent via email (as shown below).

Agent Commission – Individual Students

This menu allows you to view and edit Agent commission for individual Students. To manage this function, follow the instructions below:
1. On the Student Payment Summary page, click Agent Commission.

2. On the Agent commission page, you will see list of Agents' commission transactions to date (as shown below). To modify Agent transaction/ commission, click edit icon

• A pop up page screen will appear to allow you to make the required changes. Once changes has been made click Update Info (as shown below).

• A Confirmation message will appear to confirm modification made.

Student Credit

View the Credit History for the Student, for example if the Student over pays.  Student credit is available for later use when processing a Payment or for refund.