1. Using Student Management
  2. Manage Student Accounts

Manage Student Accounts

On the Account Summary page you can view students' outstanding charges, payments they've made, unused credit, and so on. From this page, you can create curriculum and miscellaneous charges, manage receipts, and also maintain student academic periods.

To access the summary of students' accounts, from the Finances work area, click the Student tile, search for the student, then click the name. From the student's account page, if you click Actions, you can perform these activities:

  • Create Curriculum Charge

  • Create Miscellaneous Charge

  • Create Receipt

  • Manage Receipts

  • Maintain Student Academic Periods

Sort student transactions so you have a view of the items you want to see, whether it's all transactions, only charges, or only payments.

You might see an Apply Payments button when you access a student's account. This button appears only if there's any unused credit and outstanding charge in the student's account.

Whether you create a receipt (payment) or click Apply Payments, here's what can happen:

  • If the receipt method is linked to an active student credit that uses a charge priority mapping, then the payment application process looks at the receipt methods you set up in Manage Student Credits to determine if there's an active student credit that it can use. If there's an active student credit linked to the receipt method, the payment application process checks if there's an associated charge priority mapping, and then checks which fees are linked to the mapping. If the fee that needs paying is included in the mapping, the process applies the payment. The process uses the priority that's indicated in the mapping to determine the order in which fees should be paid.

  • If the receipt method is linked to an active student credit but the credit doesn't use a charge priority mapping, then the payment process looks for the default mapping. If a default mapping exists and the fee is part of the mapping, the process applies the payment based on the priority in the mapping. But if the fee isn't part of the mapping, the payment isn't applied.

    It can also happen that a receipt is linked to multiple student credits or to an inactive student credit. If none of the student credits use a charge priority mapping and there's no default charge priority mapping, then the payment application process looks for the oldest available receipt method and applies the payment.

  • If you didn't set up any charge priority mapping, payment is applied based on the due dates of charges. If the due dates are the same, the payment process looks at the invoice number to determine which charge to pay off first.

Here are some things to take note of:

  • When you want to use student credits to pay off charges, ensure that the student credit is active so that you can use the receipt method associated with it.

  • If you don't create student credits, the payment application process uses the default charge priority mapping as the basis for identifying which charges to pay off first.

  • If you don't have a default charge priority mapping, the payment application process applies payments to charges with the oldest due date first. If the due dates are the same, the payment is applied based on the ascending order of the invoice number.

  • If the Apply Payments button doesn't appear to be doing anything, a rule may be preventing the payment from being applied. To determine if a payment can be applied to a charge, the payment application process looks at the receipt method to see if there's a corresponding active student credit.

    • If the credit exists, the process looks up the associated charge priority mapping. If the charge or fee isn't found in the mapping, then the payment isn't applied.

    • If the credit doesn't exist, the process looks for a default charge priority mapping. If there's one, but the charge isn't listed in the mapping, then the payment isn't applied.

    If this scenario occurs, then you need to make sure that you set up your fee groups as well as your charge priority mapping in a way that accounts for the combination of various fees that you want a student credit to pay off.

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