Receive Payment
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Receive Payment

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Article Summary

About Receiving Payments

Student payments are funds received from students typically that apply to a student's ledger and billing statement. This article covers how to record payments received by the institution itself (e.g. cash or check) versus credit card payments made by an applicant through self service.

Prerequisites

Institution Collected Application Fee

  1. Navigate to the applicant
  2. Navigate to main menu > Person Selected > Applicant
  3. In the App Amount Paid box enter the application fee amount paid
  4. Click Save

Because the application fee is not applied to a student's ledger, the fee is recorded only on the applicant detail page. It does not flow to Cash Batch.

Institution Collected Admissions Enrollment Deposit, Tuition/Fees, Housing Payments

Funds collected to be applied toward tuition and fees may be applied to student accounts through manual payment, ledger entry, fast cash or from a spreadsheet upload.

Manual Payment

This method leverages the same process utilized by a student. A payment recorded through this method will trigger an email receipt to the student.

  1. Navigate to the student
  2. Navigate to Person Selected > Payments
  3. In the Manual Cash Payments complete the payment information; A receipt will email to the email address, if empty, the receipt will email to the student's preferred address

  4. Click Process Payment
  5. Payments will be returned to Cash Batch for posting to student ledgers.

Receipt

After clicking Process Payment, click the printable version button. A pop up will display that lists all payments received for the student that are in cash batch and have not been posted.

Ledger Payment

This method initiates recording of a payment from the student ledger. A payment recorded through this method will not trigger an email receipt to the student.

  1. Navigate to the student
  2. Navigate to Person Selected > A/R-Ledger Card
  3. Click Add Cash Batch
  4. Complete the payment information, including the Cash Received Amount and A/R Amount. For a payment, the Cash received is a positive number and the A/R Credit is a negative number of the same amount.
  5. Click Save
  6. Payments will be returned to Cash Batch for posting to student ledgers.

Fast Cash Payment

This method is recommended for recording multiple payments in one batch. For example, recording all checks and cash received during a workday at the Bursar's Office.

Refer to Cash Batch documentation.

Spreadsheet

This method permits the uploading of multiple payments from a spreadsheet. 

Refer to Upload Cash Payments Using Spreadsheet.

Student Self Service Credit Card Payment

To collect payments by credit card, the institution must have a third-party contract with PayPal or Authorize.net. Once configured, students may log in to Campus Cafe to pay their balances.

From the student's perspective

  1. Navigate to main menu > My Info > Payments
  2. Enter an amount of at least $1.00 in the  box (Do not enter a $ or comma)
  3. Click Pay
  4. Follow the prompts to complete the transaction

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