Scope:
How to update amounts on existing payment items
Instructions:
These instructions explain how to update payment amounts on one-off payments such as Trips, Residential, Other, etc.
Please click the links to see how to update prices for Dinner Register, Cashless Catering, or Club / Extended Services Payments.
If Parents have already started making payments
If Parents have already started to pay, you will need to temporarily credit the money back – before you can update the payment amounts.
We recommend switching the payment offline whilst you work on this.
- Find your payment from the Payments Tab and double click to open it
- Look for any pupils where payments have been made (indicated by the green shadings)
- Double click on the student’s name. For each instalment with payments made, select Transfer to Credit and then press Save
- Close the Manage Payments Window
- Repeat for each student with payment, making a note of who they were – we will re-apply the credits after the payment amount has been updated.
Changing the Payment Amount
- Open up your payment from the Payments Tab
- Check that anyone who had previously paid has been credited back (as per the above steps) All Students need to be showing as owing the full original amount
- Alter the amount in the Amount (Per Child) box at the top of the screen, as necessary
- Click on the Instalment Dates button
- Over-type the Instalment Amounts so they add up to the new total
- Press Save
- You will see the confirmation message below Press OK to confirm.
- All students will now show the new amount beside their name
- Save the payment in the bottom right corner.
Re-applying the Credits
If you temporarily credited back any students who already had payment, it is now time to re-apply those amounts to the payment.
- Open the payment from the Payments Tab
- Find a student who had already paid and double click on their name
- From the Action menu, select Pay By Credit for each instalment. The amount will be pre-filled in the Use Credit box, simply click OK
- Continue this until the full credit amount is used
- Close the Manage Payments box
- Repeat for all Pupils who had previously paid
- Save and Close the payment, making sure to switch it back online if necessary.
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- If the previously paid amount was less than the new amount, the parent will simply be able to log in and pay the difference
- If the previously paid amount was more than the new amount, the pupil will have the difference on their account as a credit. You can refund this back to the parent, or leave it as a credit.
Changing the amounts for individual students
You can alter the amounts for individual students if necessary. If the parent has already started to pay, you will need to credit back that student following the above steps.
- Open the payment from the Payments Tab
- Locate the correct child in the list
- Over-type the amount shown in the Amount box next to their name. The amount must be divisible by the number of instalments
- Save the payment.
- The amount will be divided equally over the number of instalments set. This cannot be overridden for individual pupils.
- (If you credited the student back a previously paid amount) re-apply the credit using the above steps.
- Repeat for other students if necessary
- Close the payment.
