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When a student makes a payment, it must be entered into the system. Two types of payments can be recorded: unit payments (which also include non-unit payments for lessons) and miscellaneous payments, which are for competitions and other special events.

To record a payment, go to the student's financial page. You will see a table showing all of that student's enrollments and payments, sorted by date. Enrollments are colored black. Miscellaneous payments are light blue, loan payments (if enabled) are orange, and normal payments are white. If a payment is overdue, it is colored pink no matter what type it is.

Unit payments are automatically added when an enrollment is entered. All that needs to be done is to mark the payment as paid. Unpaid payments will have a “Pay” link with a dollar sign icon in the “Date Paid” column. Click this link to open the payment options. You will see a page with four fields to be filled out.

This is the date and time that the payment was made by the student. Always use m/d/y hour:min am/pm format. This field defaults to the current date and time.

The exact amount that the student is paying. This includes any taxes or loan fees included in the student's payment. The default is the full amount of the current payment.

An optional field to record how the student paid. This is only for record keeping.

An optional field to record the number of the receipt the student was given. This is only for record keeping.

When all desired fields have been filled out and double checked, click Save to finalize the payment.

When a payment is made that does not correspond to any enrollment, it is a Miscellaneous Payment. Only payments that should be shown on the royalty report should be entered.

At the top of the page, click the “Add Miscellaneous Payment” link to open the Miscellaneous Payment Form. There are 6 fields to be filled out.

The date the payment is due. This defaults to the current date and time.

If you want to schedule a miscellaneous payment for a future date, change the Due Date, and delete the payment date so that the payment will not be marked as paid. When they payment is almost due or overdue, the system will then put a message on the lesson sheet, in the student's new lesson options, and on the student's lesson slip warning that a payment is due. The payment can then be marked as paid using the same method as above.

Payment Date: This is the date the payment was actually paid by the student. If a payment is due, but not yet paid, this box should be empty.

Amount: Enter the amount of the payment in dollars and cents .

For: Enter a description of what this payment is for. This can be used to search and report on payments, so be sure to describe payments for a particular event in the exact same way for all related payments from all students.

Form of Payment: Enter the check number, type of credit card, or any other description of the payment. This entry is optional, but is printed on the receipt and may help in future tracking of the payment.

Receipt Number: Enter the receipt number of the payment, as shown on the receipt log book. This is printed on the program-printed receipt and is included in the weekly royalty report.

When all entries have been completed and double-checked, press the Save button for this form.

When a payment, unit or miscellaneous, is entered as paid, it will be marked as such in the payment list at the top of this page and a printer icon will appear to the left side of the payment. If you have a Dymo printer, you can print a student payment receipt by clicking on the printer icon beside the payment.

The list at the top of the page lists every enrollment and payment, with totals at the bottom. These totals are further described in “look up student information”.