Transactions and Payment Types

Getting Started

There are a number of things that must be in your school’s account before you can start using the Finance Module. They are:

• Numberings – this tells the system what type of documents you wish to create and the numbering format for them.
• Cash Box – you will need to create a cash box(es) to receive payments of this type.
• User Details – the details about your school that will appear on your financial documents.
• Payment Types – when creating transactions you will need to tell the system what type: cash, invoice, deferred it is.

Two other items can be added but are not essential:

• Payment Schemes – if your students can pay by instalments you can create these and add them to the students automatically when they join a course.
• Discounts – if your students are offered discounts to standard prices you will need to create them first.

Adding Payments

Before you can add a payment the student or company must have a debt. Other tutorials show how to add a debt:

• Hourly
• All
• Company

For the purposes of showing how the different payment types work and what happens when you add a payment we will use these three basic types:

When you want to add a Payment to a student or company you will need to the Payments Card and click Transaction – Add Payment

After you have done this a form for you to add the transaction will appear:

1. Select the form of payment
2. Because we selected a cash transaction which is connected to a cash register the default will appear here although we can choose a different one.
3. Select what the payment is for.
4. You may need to choose from a drop-down.
5. Add a payment description. You can see it appear in 1. below.
6. The amount scheduled by the system to be paid appears but you can change this.
7. You can use this to calculate how much remains to be paid after a partial payment
8. Click Save & Close.

Now that we have added a payment at the bottom of the Payment Card we can see the following:

1. The payment description added in 5 above.
2. Edit the payment details.
3. Transfer the payment to another of the student’s courses
4. Print out one or two copies of the receipt.
5. The receipt number. If you click on this it will take you to Cash Transactions – see below.
6. Showing that a cash document has been created for this payment.

Other Effects

The cash payment which we made above is recorded elsewhere in the Finance Module

If we go to Finance – Cash Transactions we can see the student’s payment:

1. Edit or remove the cash payment.
2. Print out a copy of the cash receipt or send a PDF via email.

If we go to Finance – Transactions we can see the student’s payment:

1. Payment description that was added.
2. Edit or remove the cash payment.
3. We can also create an invoice for the payment if required.