Overview
The Payment Processing system allows you to record payments from various sources, automatically allocate payments to installments, send payment receipts, and track all financial transactions. This guide covers manual payment recording, bank imports, and payment reminders.
- Cash payments
- Bank transfers
- Credit/Debit cards
- Cheques
- Mobile payments (EFT)
Recording Manual Payments
Navigate to Finance → Transactions → Record Payment to manually record payments received.
Step 1: Select Student
- Type the student number or name in the search box
- Select the correct student from the dropdown
- The system displays their current balance and account status
You can also reach the payment form directly from:
- Student Accounts page (click "Record Payment" next to a student)
- Student Installments page (click "Pay" on an installment)
- Student Finance View (payment button at the top)
Step 2: Enter Payment Details
- Payment Method: Select from dropdown (Cash, EFT, Card, etc.)
- Amount: Enter the payment amount in Rands
- Payment Date: Date payment was received (defaults to today)
- Reference Number: Bank reference, receipt number, or transaction ID
- Description: Brief note about the payment
Quick Button: Click "Pay Full Balance" to automatically fill the amount field with the student's outstanding balance.
Step 3: Auto-Allocate to Installments
Check the "Auto-allocate to installments" option to automatically distribute the payment to outstanding installments, starting with the oldest due date.
- System finds all unpaid or partially paid installments
- Orders them by due date (oldest first)
- Applies payment to first installment until fully paid
- Remaining amount goes to next installment
- Continues until payment amount is exhausted
Step 4: Submit Payment
- Review all details carefully
- Click "Record Payment"
- System generates a transaction number automatically
- Student's balance is updated immediately
- Receipt can be printed or emailed
Bank Transaction Import
Automatically import bank statements to match payments. Navigate to Finance → Bank Integration → Import Transactions.
Step 1: Prepare Bank Statement
Export your bank statement in CSV format with these columns:
- Date
- Description/Reference
- Amount
- Balance (optional)
Step 2: Upload and Map
- Select your bank account
- Upload the CSV file
- Map CSV columns to system fields
- Preview imported transactions
- Click "Import Transactions"
Step 3: Match to Students
After import, go to Finance → Bank Integration → Reconciliation to match transactions to student payments.
Payment Reminders
Send automated payment reminders to parents. Navigate to Finance → Installment Plans → Payment Reminders.
View Overdue Accounts
The system displays all students with:
- Outstanding balances
- Overdue installments
- Number of days overdue
- Last reminder sent date
Send Reminders
Two options available:
Individual Reminder
- Click "Send Reminder" next to a student
- Email sent to student/family email address
- Includes current balance and overdue installments
Bulk Reminders
- Select multiple students using checkboxes
- Click "Send Bulk Reminders"
- All selected students receive personalized emails
Students must have a valid email address (either personal or family email) to receive reminders. The system will skip students without email addresses.
Discount Approvals
Request and approve fee discounts. Navigate to Finance → Adjustments → Discount Approvals.
Request a Discount
- Click "Request Discount"
- Select the student
- Choose discount type:
- Percentage: E.g., 10% off total fees
- Fixed Amount: E.g., R500 discount
- Enter discount value
- Provide detailed justification
- Submit for approval
Approve/Reject Discounts
Authorized users can:
- View all pending discount requests
- Review student information and reason
- Approve (discount applied automatically)
- Reject (requester notified)
Note: Approved discounts are immediately applied to the student's account and a transaction record is created.
Processing Refunds
Process student refunds at Finance → Transactions → Process Refund.
Issue a Refund
- Select the student
- Enter refund amount
- Provide reason for refund
- Select refund method
- Add reference number
- Submit refund
Refunds increase the student's balance. Ensure proper authorization and documentation before processing refunds. All refunds are tracked in the audit trail.
Viewing Transaction History
View all financial transactions at Finance → Transactions → All Transactions.
Filter and Search
- Filter by date range
- Filter by transaction type (payment, refund, discount, penalty)
- Filter by payment method
- Search by student name or number
- Search by reference number
Transaction Details
Click on any transaction to view:
- Full transaction details
- Student information
- Payment method and reference
- Related installments
- Created by user
- Timestamp
Payment Best Practices
- Always Record Immediately: Enter payments as soon as they're received
- Use Reference Numbers: Always include bank references or receipt numbers
- Regular Reconciliation: Reconcile bank statements weekly
- Auto-Allocation: Use auto-allocation to ensure correct installment tracking
- Send Reminders Early: Don't wait until payments are severely overdue
- Clear Communication: Include payment instructions in all correspondence
- Regular Reports: Review outstanding fees report weekly
Common Tasks
- Navigate to Finance → Transactions → All Transactions
- Find the incorrect transaction
- Click "Reverse Transaction"
- Provide a reason for reversal
- Record the payment correctly
Note: Never delete transactions. Always use the reverse function to maintain audit trail.
Yes! Simply enter the amount actually received. With auto-allocation enabled:
- The system applies it to the first installment
- Installment status changes to "Partial"
- Remaining balance is still tracked
- Student can make additional payments later
Overpayments result in a negative balance (credit). You can:
- Keep as credit: Apply to future fees or next term
- Issue refund: Use Process Refund to return the excess
- Transfer to sibling: Apply credit to another family member
The student's account clearly shows credit balances in green.
Payment reminders:
- Are sent via email to student/family email address
- Include current balance and overdue installment details
- Are logged with timestamp and recipient
- Can be sent individually or in bulk
- Show last reminder date to prevent spam
Tip: Set a reminder schedule (e.g., 7 days, 14 days, 30 days overdue) for consistent follow-up.