Student Payment Item - Documentation Acosys

Used By

school admins, administrative staff, or the school finance office

Data Type

master

Search Keys

Code, Name

When to Use This Form

When the school creates fee types such as tuition, building fees, uniforms, activities, or other fees.
When the receivable, revenue, unearned revenue, or payment discount account needs to be set.
When the fee item will be used in payment packages and student bills.

Before You Start

Make sure the student payment group and related accounts have been created.
Prepare the fee name, posting rules, and the accounts to be used for bills and payments.

Workflow

Open Student Billing / Billing Setup / Student Payment Item.
Enter the code, item name, and student payment group.
Select the receivable, unearned revenue, revenue, and payment discount accounts.
Complete the posting account or other options if used by the school's accounting policy.
Click Save so the item can be used in payment packages and student bills.

Key Fields

Field	Explanation for Users	Status
Code `id`	Payment item code. Use a code that the school finance office can easily recognize.	Required
Name `name`	Fee name shown in payment packages, bills, and reports.	Required
Student Payment Group `paymentgroup`	Group that classifies this fee item in student payment reports.	Required
Receivable `receivableacc`	Receivable account used when the student bill is created.	Required
Unearned Revenue `unearnedrevenueacc`	Unearned revenue or not-yet-recognized revenue account, according to school policy.	Required
Revenue `revenueacc`	Revenue account used when the fee is recognized.	Required
Payment Discount `paymentdiscacc`	Payment discount account for student fee reductions.	Required
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

This form has no detail table. The data is saved directly from the main fields.

What Happens After Saving

The fee item can be used in payment packages, billing schedules, student payments, and school finance reports.
Changing accounts can affect the journal for new bills or payments after the change.
If required accounts are incomplete, the application rejects the save.

Common Problems

Item cannot be saved: check the code, name, payment group, and required accounts.
Payment journal is wrong: check the receivable, revenue, and payment discount accounts.
Duplicate fee item: search for the fee code or name before creating new data.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Code `id`	Payment item code. Use a code that the school finance office can easily recognize.	Required
Name `name`	Fee name shown in payment packages, bills, and reports.	Required
Student Payment Group `paymentgroup`	Group that classifies this fee item in student payment reports.	Required
Posting Account `hrposting`	Additional posting settings if the payment item uses a special scheme.	Optional
Receivable `receivableacc`	Receivable account used when the student bill is created.	Required
Unearned Revenue `unearnedrevenueacc`	Unearned revenue or not-yet-recognized revenue account, according to school policy.	Required
Revenue `revenueacc`	Revenue account used when the fee is recognized.	Required
Payment Discount `paymentdiscacc`	Payment discount account for student fee reductions.	Required
Others `hrothers`	Additional settings for the payment item if used.	Optional
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Code, name, and group of the payment item are correct. Receivable, revenue, unearned revenue, and discount accounts have been checked. Additional posting settings are correct if used. The item is ready for payment packages, bills, and reports.

Menu Location

Student Billing / Billing Setup / Student Payment Item
/form/schoolpayment

Quick Add from the Search Field

If the icon + appears next to a search field, you can set up the school payment posting accounts directly from this form without stopping the payment item setup.

Account

Available on account fields such as Receivable, Unearned Revenue, Revenue, Payment Discount, and Posting Account. If the required account does not exist in the school's COA yet, click + to create it, then select it again on the same payment item.