Applying and Reversing Payments


Concept


Steps:

  1. Begin by navigating to the Student Post page.

     

    Click the Student Financials link.

    Step 1
  2. Click the Charges and Payments link.

    Step 2
  3. Click the Post Student Transaction link.

    Step 3
  4. You are going to add Housing charges for three students.

     

    Click in the ID field.

    Step 4
  5. Tina is your first student.

     

    Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SF0030"
    .

    Step 5
  6. Click in the Account Type field.

    Step 6
  7. Enter the desired information into the Account Type field. Enter

     a valid value
     e.g.
     "HOU"
    .

    Step 7
  8. Click in the Item Type field.

    Step 8
  9. There are 12 digits in the Item Type number. The students are all paying by check.

     

    Enter the desired information into the Item Type field. Enter

     a valid value
     e.g.
     "300000000002"
    .

    Step 9
  10. Click the Add button.

    Step 10
  11. Use the Student Post page to post transactions for individual students.

    Step 11
  12. There are differences between using the Select Charges to Pay page versus using the Reference Number to apply payments to charges:

    • Use the Select Charges to Pay page to specify which charges you wish to pay. Enter the payment amount first and the system will track how much you have to spend.

    • Use the reference number posted on the original charge. The system will attempt to match it when posting the payment.

    Step 12
  13. Enter the desired information into the Amount field. Enter

     a valid value
     e.g.
     "1000.00"
    .

    Step 13
  14. Click in the Term field.

    Step 14
  15. Enter the desired information into the Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 15
  16. Click in the Item Effective Date field.

    Step 16
  17. Enter the desired information into the Item Effective Date field. Enter

     a valid value
     e.g.
     "05/01/2007"
    .

    Step 17
  18. Select the Use Exc Acct (use excess account) check box to route payments in excess of a charge or account balance to a designated excess account. When the check box is selected, enter the excess account type in the field to the right.

     

    Click the Use Exc Acct option.

    Step 18
  19. Click in the Use Exc Acct field.

    Step 19
  20. Press [Delete].

    Step 20
  21. Click the Restrict Payment to Account option.

    Step 21
  22. Click the Post button.

    Step 22
  23. Next, you will add a payment for another student.

     

    Click the New Transaction button.

    Step 23
  24. Click in the ID field.

    Step 24
  25. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SF0031"
    .

    Step 25
  26. Click in the Account Type field.

    Step 26
  27. Enter the desired information into the Account Type field. Enter

     a valid value
     e.g.
     "HOU"
    .

    Step 27
  28. Click in the Item Type field.

    Step 28
  29. Enter the desired information into the Item Type field. Enter

     a valid value
     e.g.
     "300000000002"
    .

    Step 29
  30. Click the Add button.

    Step 30
  31. Enter the desired information into the Amount field. Enter

     a valid value
     e.g.
     "1000.00"
    .

    Step 31
  32. This time, you want to select individual student charges to apply the payment to.

     

    Click the Select Charges to Pay link.

    Step 32
  33. Use the Select Charges to Pay page to specify the charges to which the system applies a student payment.

    Step 33
  34. Enter the desired information into the Pay Amount field. Enter

     a valid value
     e.g.
     "1000.00"
    .

    Step 34
  35. Click the OK button.

    Step 35
  36. Click in the Term field.

    Step 36
  37. Enter the desired information into the Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 37
  38. Click in the Item Effective Date field.

    Step 38
  39. Enter the desired information into the Item Effective Date field. Enter

     a valid value
     e.g.
     "05/01/2007"
    .

    Step 39
  40. Click the Use Exc Acct option.

    Step 40
  41. Click in the Use Exc Acct field.

    Step 41
  42. Press [Delete].

    Step 42
  43. Click the Restrict Payment to Account option.

    Step 43
  44. Click the Post button.

    Step 44
  45. Next, you will add a payment for the last student.

     

    Click the New Transaction button.

    Step 45
  46. Click in the ID field.

    Step 46
  47. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SF0032"
    .

    Step 47
  48. Click in the Account Type field.

    Step 48
  49. Enter the desired information into the Account Type field. Enter

     a valid value
     e.g.
     "HOU"
    .

    Step 49
  50. Click in the Item Type field.

    Step 50
  51. Enter the desired information into the Item Type field. Enter

     a valid value
     e.g.
     "300000000002"
    .

    Step 51
  52. Click the Add button.

    Step 52
  53. Enter the desired information into the Amount field. Enter

     a valid value
     e.g.
     "1000.00"
    .

    Step 53
  54. Click in the Term field.

    Step 54
  55. Enter the desired information into the Term field. Enter

     a valid value
     e.g.
     "0590"
    .

    Step 55
  56. Click in the Item Effective Date field.

    Step 56
  57. Enter the desired information into the Item Effective Date field. Enter

     a valid value
     e.g.
     "05/01/2007"
    .

    Step 57
  58. Click the Use Exc Acct option.

    Step 58
  59. Click in the Use Exc Acct field.

    Step 59
  60. Press [Delete].

    Step 60
  61. Click the Restrict Payment to Account option.

    Step 61
  62. Click the Post button.

    Step 62
  63. Click the View Customer Accounts link.

    Step 63
  64. You can search for your three students by entering an abbreviated EmplID number.

     

    Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SF003"
    .

    Step 64
  65. Click the Search button.

    Step 65
  66. In this example, you want to view the records for SF0030, SF0031, and SF0032.

     

    Click the SF0030 link.

    Step 66
  67. You can see that Tina's balance is zero, now that she has paid her housing charge. To see your remaining students, click Next In List.

     

    Click the Next in List button.

    Step 67
  68. Click the Next in List button.

    Step 68
  69. Next, you will reverse a payment.

     

    Click the Charges and Payments link.

    Step 69
  70. Click the Reversals link.

    Step 70
  71. Click the Reverse Payment link.

    Step 71
  72. Click the Search button.

    Step 72
  73. Use the Payment Reversal page to reverse payments for a specific student.

    Step 73
  74. Enter the desired information into the ID field. Enter

     a valid value
     e.g.
     "SF0030"
    .

    Step 74
  75. Click the Search button.

    Step 75
  76. You can click the Payment Detail link to review details about a student payment before reversing it.

    Step 76
  77. Click the Reverse button.

    Step 77
  78. Use the Reversal Detail page to enter optional reversal information after reversing a payment (or a charge).

     

    You can add a text description and select a Reason on the Reversal Detail page.

    Step 78
  79. Click in the Description field.

    Step 79
  80. Enter the desired information into the Description field. Enter

     a valid value
     e.g.
     "PAID WRONG HOUSING CHARGE"
    .

    Step 80
  81. Click the OK button.

    Step 81
  82. The final step would be to post the reversal.

    Step 82

You have successfully applied and reversed payments.

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