Student Payment - Documentation Acosys

Used By

school admins, administrative staff, or the school finance office

Data Type

transaction

Search Keys

Code, Transaction Date

When to Use This Form

When a student pays a school bill.
When the finance office wants to choose which bills are paid or settle all bills at once.
When the payment needs to be recorded through cash, bank, QR, or an online channel.

Before You Start

Make sure the division, sub-class, student, bill list, and payment type are available.
Make sure the selected division matches the branch or business unit being processed.
Prepare the proof of payment, amount received, and the list of bills to be settled.

Workflow

Open Student Billing / Billing Transactions / Student Payment.
Enter the code, invoice, transaction date, division, sub-class, and student number.
Use the pay-all button if all of the student's bills will be settled.
Check the payment details, payment type, QR or online payment, and total payment.
Click Save once the total received equals the payment details.

Key Fields

Field	Explanation for Users	Status
Code `id`	Student payment transaction code.	Required
Division `division`	Division determines the branch or business unit that owns the transaction, stock, document numbers, and reports.	Required
Invoice `jtid`	Student payment invoice number.	Required
Transaction Date `transdate`	Date the payment was received.	Required
Sub Class `schoolsubclass`	Sub-class of the student making the payment.	Required
Student Number `schoolstudent`	Student number of the student making the payment.	Required
Name `schoolstudentname`	Student name shown on the payment transaction.	Required
Automatically Pay All Payments `btnimport`	Button to bring all of the student's unpaid bills into the payment details.	Required
Student Payment Input `schoolstudentpaymentdetail`	Details of the student bills paid in this transaction.	Optional
Payment Type `paymenttype`	Payment method used, for example cash, bank, or another channel.	Required
Pay Online `onlinepayments`	Online payment action if a payment channel is connected.	Optional
Total Payment `totalpayment`	Total payment received from the student.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Student Payment Input contains the list of bills paid and needs to be matched with the total payment.

What Happens After Saving

The payment reduces the student's bills according to the selected details.
The payment type determines the cash, bank, or receiving channel used.
If the total payment does not match the details or required data is incomplete, the application rejects the save.

Common Problems

Payment cannot be saved: check the division, invoice, date, student, details, and payment type.
Total is wrong: check the selected bills and the payment amount.
Student or bill does not appear: check the sub-class, bill status, and user access rights.

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`	Student payment transaction code.	Required
Division `division`	Division determines the branch or business unit that owns the transaction, stock, document numbers, and reports.	Required
Invoice `jtid`	Student payment invoice number.	Required
Transaction Date `transdate`	Date the payment was received.	Required
Sub Class `schoolsubclass`	Sub-class of the student making the payment.	Required
Student Number `schoolstudent`	Student number of the student making the payment.	Required
Name `schoolstudentname`	Student name shown on the payment transaction.	Required
Automatically Pay All Payments `btnimport`	Button to bring all of the student's unpaid bills into the payment details.	Required
Student Payment Input `schoolstudentpaymentdetail`	Details of the student bills paid in this transaction.	Optional
Payment Type `paymenttype`	Payment method used, for example cash, bank, or another channel.	Required
Type `kind`	Payment type or category if available on the form.	Optional
QRCode `btnqrcode`	Button or reference to display the payment QR.	Optional
Pay Online `onlinepayments`	Online payment action if a payment channel is connected.	Optional
Total Payment `totalpayment`	Total payment received from the student.	Optional
Received `accepted`	Status or marker that the payment has been received.	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

Date, division, invoice, sub-class, and student are correct. Bill details, payment type, and total payment have been checked. The proof of payment is correct if required. The payment is ready to affect bill status and student finance reports.

Menu Location

Student Billing / Billing Transactions / Student Payment
/form/schoolstudentpayment