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Objective

The purpose of this knowledge article is to demonstrate how to create a payment and apply a payment to an invoice

Assumptions

  • The Student has already been accepted into a Course and has been enrolled into units
  • The Student has invoices created against their record
  • The user has basic understanding of the Accounting concepts

Key terms and concepts

The list below demonstrates the key fields that need to be filled for creating an operationally viable payment.

Please note there are optional fields on that screen and you do not have to fill them all.





StatusStatus of the Payment Ex: Received,Cancelled, Confirmed, Not Paid, Sent
Payment MethodPossible values are Cash,Credit Card, Debit Card, BPay, Paypal, Payment Express
Effective dateDate that the payment going to be effective from
Amount Add the amount received from the student without a dollar sign. Please note Financial fields cannot be left blank or empty.
Sent Amount

Add the sent amount, If the sent amount is same as the received amount you could add the same value entered in the received amount field

From party ID This is the party we are receiving the payment from .Please note that from and to party ID will be filled automatically
To party IDThis is the party that payment goes to -Please note that from and to party ID will be filled automatically

If you are processing 'cheques' you could use the 'drawer' field, BSB and Bank fields.

Implications


Before you apply a payment to an invoice you need to create a payment


Please note that you can apply a payment to an invoice, once it has been set to sent status.


How to create a payment

  1. Load the student,for who a payment is being received from by going to the side menu Student option, search the student by ID or name.
  2. In the Side menu click Accounting option then, click on payments.
  3. Click on 'create new payment' button.
  4. Fill out the required fields.
  5. Click on the 'save payment' button.


How to apply a payment to an invoice


  1.  Load the student,for who a payment is being received from by going to the side menu Student option, search the student by ID or name.
  2. On the Side menu click on the 'Accounting' option then, click on invoices.
  3. Select the invoice and click on the Actions button -->edit invoice
  4. Click on the 'Status to Sent' button
  5. Click on the invoices on the side menu
  6. Select the invoice and click on the Actions button -->pay invoice
  7. Scroll down to the section 'possible payments to apply' and click on the 'apply amount to items' button



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