Student Payment Input - 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 the finance office creates student bills from a payment package.
When a new student or a particular sub-class needs a fee list created.
When bill details need checking before the student makes a payment.

Before You Start

Make sure the division, sub-class, student, and student payment package are available.
Make sure the selected division matches the branch or business unit being processed.
Prepare the payment package and fee details that will become the bill.

Workflow

Open Student Billing / Billing Transactions / Student Payment Input.
Enter the code, invoice, transaction date, division, sub-class, and student.
Select the student payment package to be used.
Use auto fill from the package if the bill details will be taken from that package.
Check the bill details, then save so the bill is ready to be paid.

Key Fields

Field	Explanation for Users	Status
Code `id`	Code of the student payment schedule or bill entry.	Required
Division `division`	Division determines the branch or business unit that owns the transaction, stock, document numbers, and reports.	Required
Invoice `jtid`	Student bill invoice number.	Required
Transaction Date `transdate`	Date the student bill was created.	Required
Sub Class `schoolsubclass`	Sub-class of the student to be billed.	Required
Student Number `schoolstudent`	Student number of the student receiving the bill.	Required
Student Name `schoolstudentname`	Name of the student receiving the bill.	Required
Student Payment Package `schoolpaymentpackage`	Fee package that is the source of the student's bill details.	Required
Name `schoolpaymentpackagename`	Name of the selected payment package.	Required
Auto Fill From Payment Package `btnimport`	Button to take the fee details from the student payment package.	Required
Student Payment Input `schoolstupaymentscheduledetail`	Student bill details created from the package or entered manually.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Student Payment Input contains the bill details that need checking before the student is billed.

What Happens After Saving

The student bill is formed from the saved details and is ready to be paid in the payment menu.
Changing the bill details can affect the student's bill balance.
If the student, package, or bill details are incomplete, the application rejects the save.

Common Problems

Bill cannot be saved: check the division, invoice, date, student, package, and bill details.
Details do not appear: make sure the payment package has fee details.
Bill balance is wrong: check the fee details before the bill is used for payment.
Duplicate payment type in the details: the application refuses to save a schedule that contains the same payment type twice.
Mass generation skips students: only students with an active status get a schedule - a status marked Counts as Still Enrolled, or status number 1 as long as none is marked. Students who already have a schedule for the same package are also skipped.

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`	Code of the student payment schedule or bill entry.	Required
Division `division`	Division determines the branch or business unit that owns the transaction, stock, document numbers, and reports.	Required
Invoice `jtid`	Student bill invoice number.	Required
Transaction Date `transdate`	Date the student bill was created.	Required
Sub Class `schoolsubclass`	Sub-class of the student to be billed.	Required
Student Number `schoolstudent`	Student number of the student receiving the bill.	Required
Student Name `schoolstudentname`	Name of the student receiving the bill.	Required
Student Payment Package `schoolpaymentpackage`	Fee package that is the source of the student's bill details.	Required
Name `schoolpaymentpackagename`	Name of the selected payment package.	Required
Auto Fill From Payment Package `btnimport`	Button to take the fee details from the student payment package.	Required
Student Payment Input `schoolstupaymentscheduledetail`	Student bill details created from the package or entered manually.	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, student, and payment package are correct. Bill details from the payment package have been checked. The bill follows the school fee policy. The bill is ready for the student payment menu.

Menu Location

Student Billing / Billing Transactions / Student Payment Input
/form/schoolstudentpaymentschedule