Record a Payment Window

Use this window to enter payments against a student's fees. For additional information on fees, refer to Student Fees Page.

Enter payments

Enter payments for an item that has no balance due

Fields

Payments Section

Fields for entering payments. When you select a Payment Type for entering a payment, a new row of fields is added below for entering an additional payment, if needed.

Field	Description
Date	The date that the payment was made.
Payment Type	Select the method of payment, such as Cash, Check, Credit Card, or Waiver.
Amount	The amount of the payment to be distributed among the fee items listed in the Open Items and Debits sections.
Reference #	The reference number associated with the payment type, for example, the check number or last four digits of the credit card number. The entry depends on your department's procedures. Character/10
Comment	A comment or notes regarding the payment. Character/255
Available	The total amount entered in the Payments section's Amount field minus the amounts entered for items listed in the Open Items and Debits sections (Available = Amount - (Payments + Debits). You cannot close the Record a Payment window if the Available field is greater or less than $0.00.
Auto Apply	Checked if the payment amount should be applied automatically to the fee items. Unchecked to allow items to be paid either manually or using the In Full checkboxes. The system determines the amounts to apply to individual fee items based on the priorities entered in the Fee Items option (Administration > Fees Setup > Setup > Fee Items). After priority items are paid, the balance is distributed to the remaining items in chronological order, from oldest to newest.

Open Items Section

This section lists all fee items with unpaid balances.

To apply a payment, such as a waiver, to a fee where the balance has already been paid, click

(Additional options) on the Open Items section, and then select Show All.

Field	Description
Date	The date that the fee item was billed.
Tracking #	The number identifying the billing of this fee item.
Building	The building where the fee was charged.
Item Code	The code identifying the fee item.
Balance	The balance due for the fee item.
Payment	The amount of the payment toward the fee item's balance. Entering an amount greater than the fee item's balance creates a credit on the item.
In Full	Checked if the payment amount should automatically equal the fee item's balance. Leave the checkbox blank to enter the amount manually. Do not use these checkboxes if you selected the Auto Apply checkbox.
Total Paid	Total of the amounts entered in the Payment fields.

Debits Section

Field	Description
Date	The date the debit item was created.
Tracking #	The number identifying the debit item.
Item Code	The debit item's code and description.
Available Balance	The funds currently available for the debit item.
Add to Balance	Enter the amount to add to the debit item's balance. Your entry cannot be greater than the value in the Payments section's Amount field less the total payments made in the Open Items section.
Total Credits	Total of the amounts entered in the Debits section's Add To Balance fields. If no debit items are listed, the Total Credits will equal zero regardless of the amount of the payment, since credits can only be created for use with debits.