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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. For an explaination of the totals at the bottom, see Look Up Student Information.
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.
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.
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 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.
This is the date the payment was actually paid by the student. It defaults to the current date and time. If a payment is due, but not yet paid, this box should be cleared and left empty.
Enter the amount of the payment in dollars and cents.
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.
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.
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 to add the payment.
If a student pays more or less than the amount of the payment that is due, the other payments must be adjusted to compensate.
If a student pays less than the amount due, a new payment will be added for the the amount of the payment the student did not pay. The due date of this new payment is the same as the due date for the original payment.
If a student pays more than the amount due, the overpay amount is subtracted from future payments, starting with the one farthest in the future. If the overpay amount is enough to pay off that entire payment, the remainder is then applied to the next farthest payment, and so on.
If the studio uses third party financing on enrollments, there are additional unit payment options. If a student has had any loan enrollments entered (see Entering an Enrollment), three new columns will show on the payments table.
This is the date that the student gave the studio money. The “Paid Date” column, on the other hand, designates when the studio got the money from the loan company. The paid date is used for calculations of how many units the student has paid for, and is used in all franchise report calculations. The “Student Paid Date” is only used to determine when “Payment Due” notices appear on the lesson sheet and lesson slip.
The loan fees column displays the dollar amount of the loan fees portion of the payment. This amount added to the “Amount” column and any taxes comprises the “Total” value. In the case of a loan, the “Amount” column represents the amount of the payment that is going directly to paying off the cost of the enrollment.
This is the total amount of the payment, including all taxes and fees. This is the exact amount that the student should pay, and is the default on the Post Unit Payment form.
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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.