Overview

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

The Student Payment menu allows you to record various types of payments made by a Student such as Tuition fees, Service fees, OSHC, Enrolment fees, Material fees, and other miscellaneous fees.

This menu also allows you to view Student Payment history, individual Payment Transaction details, Student refunds etc.

To manage this function, follow the instructions below:

1.Click Accounts > Student Payment.

This will take you to the Student Payment Homepage where you will be able to search for a Student using the search criteria (as shown below).

2. Click Search to look for a Student. A list of Students will appear on the page. To view the Student Payment Summary for a Student, click the view Action Icon on the right side.

3. The Student Payment Summary page allows you to view all the Student Payment information, including the Student Course information, Payment Schedule, and details of Payments completed.

There are number of Action Icons available.

 Manually create an individual Payment Schedule.

  Process Agent Commission in Advance

  View and Edit the Student Fee Schedule by Subject

There are three options for the Invoices:

• One invoice for all Subjects
• Separate invoice number for each Subject
• Separate installment for each Subject with one invoice number

Create a combined invoice only (i.e. no receipts). The combined invoice is for Tuition Fee and Miscellaneous Fees together for the same invoice number.

Generate Statement of Accounts for the Student. 

The system will generate and download a PDF copy of the Student Statement of Account which can be printed out or can be sent via email.

Generate a Summary Invoice for a selected Course 

The system will generate and download a PDF copy of the Summary Invoice which can be printed out or can be sent via email.

 Apply an Accounts related Sanction to the Student (refer to Student Management - Sanction)

Record Accounts related diary notes for the Student (refer to Student Management - Communication Log/Diary)

Manage the Payment Checklist (This Checklist is defined in Admin > Setup > Checklist Setup)

  View and update the Student Scholarship information

 Return to Student Profile Summary

Initial Payment – Creating Schedule and Processing Payment

This menu allows you to process the upfront fee paid by the Student and to create the Payment Schedule for future Payments. To manage this function, follow the instructions below:

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

For example, when a Student has yet to make a Payment and at the time of paying the Upfront fees, you can process the Payment by following the instructions below:

Click Accounts > Student Payment > Initial Payment

• Check the student's course information, and enter relevant information e.g. Course, Commission period (as per Agent agreement), Payment Type, Invoice due date, Applied Commission.
• Click Start Initial Payment (as per selected payment type).

• Enter the 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 agreement) or if you would like to provide agent bonus.

• For the Miscellaneous Payment Information, tick which fees are included in the Upfront payment. 

• For the Total payment Summary, you will note 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.

• If you are required 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 the Payment Schedule on this page by ticking the box Generate Next Payment Schedule.
• If you initially setup a Payment Schedule during the offer 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 the Payment information. A pop up message will appear to confirm the due dates and amounts for Payment Schedule. Click Confirm Schedule to save.

The System will direct you back to the Student Payment Summary page which now will show the Payment Schedule which includes the Paid Payment list (as shown below).

Modifying Invoices

The system has the flexibility to modify Invoice schedules as required – examples would be if the Student requests a Payment extension, the Student is only able to pay a certain amount which will require you to add the remainder on the next schedule.

To manage this function, follow the instructions below:

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

• A list of Students will appear on the page. To view the Student Payment Summary for the Student, click the view Action Icon on the right side.

• Select the Payment Schedule you wish to modify and 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.

• 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 the Payment has been processed.

Generate Student and Agent Invoice

On the Student Payment Summary page, you can generate both the Student and the Agent invoices. They will be downloaded from the System and you have an option to print it and/or send it to the 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 the Student Invoice, click the fourth Action Icon on Action column. The Invoice will be downloaded as a PDF file.

• To generate the Agent invoice, click the fifth Action Icon . The 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 the Student or Agent or both (as shown below).

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

• Tick the Items you would like to include in one Invoice. As in the example below, we will combine the Student invoices for Upfront fee, Tuition fee, Enrolment fee, Material fee, and OSHC Fee.

• 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.

Tuition Fee – Receipts

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

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

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

• On the Student Payment Summary Page, select the transaction that the Student has paid and click Generate Agent Receipt Icon . The receipt will download in a PDF file which you can print or send to the Agent 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 for reversing the 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 to the original Transaction by clicking the green arrow

Miscellaneous Payment

On this menu you can process and manage Miscellaneous Payments such as OSHC, Enrolment fees, Printing, Photocopy, Late Payment fees etc.

Note: Miscellaneous Fees are setup using Accounts > Accounts Setup section

To process miscellaneous payments, follow the instructions below:

• On the Student Payment Summary Page, Click Miscellaneous Payment.  This page will show the default list of all Miscellaneous Payments that have been created,as shown below.

You can manage each of the current Miscellaneous Payment records using the Action Icons on each transaction.

Refer to the table below for a description of each Action Icon.

While adding a Miscellaneous Payment record, you can either create an Invoice or create a Receipt based on the transaction.  You can also enter other details such as GST, Agent rebate etc.

A Student may incur some other Miscellaneous fees (for example Late Payment fees, Library fees, Photocopy or Printing fees, Enrolment fees etc.). To record these Payment transactions in the System, follow the instructions below:

• On the Student Payment Summary page, click Miscellaneous Payment then Click the Add Action Icon

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

Recording as a receipt

To record the Payment as a receipt, in the same section, select Payment Status – Normal (Paid) and select the Payment Mode used e.g. Credit Card, Cash etc. Click Record to save.

Refund Payment

This menu allows you to refund Student payments as required. A refund can be required for various reasons, e.g. Student visa has not been granted, Student withdraws from the Course etc.

Refunds can be made for both the Student and Agent payments.

To manage this function, please follow the instructions below:

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

• Enter the relevant information on the Student Refund Details

• The system will calculate the student net refund amount. Once confirmed click Refund.
• 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.

• 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. An example of this would be when the Student wishes to change to a new Course having 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.
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.

Note: As per the example above, $8000 is the transferred amount and the description of the payment mode 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.

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 and a system confirmation message that will appear on the page (as shown below).

Note: You can edit the scholarship information e.g. amount, date recorded and description (if required) by clicking the edit icon . To delete, click delete icon

Agent Commission – Individual Students

This menu allows you to view and edit the Agent commission for the Student.

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 Agent commission transactions to date (as shown below). To modify Agent transaction or commission, click edit icon

• A pop up window will appear to make the required changes. Once the required changes have been made click Update Info.

• 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.