Managing transactions with the finance module

Transactions are payments in MySchool finance. You need to configure these before processing your institute's payments. The main categories are ;

• Bank Transfer
• Cash
• Cheque
• Pay simple
• Stripe

We are continually working to add more options to other online payment portals. Please add your request to our ideas board if you would like us to assess another platform.

Transaction management

Once you have raised invoices, you can start to log all transactions. They will be listed in the Finance module - Transaction list view. 

Use the filter to the right to filter payments per invoice, time, type or even amount.

Creating a new payment

You can log payments from the transaction view, and finance tab or they will be logged automatically via the online payment feature.

Step 1: Select the invoice - Enter their name in the search field and select from the drop-down options.

Step 2: The payee will automatically populate with the primary paying guardian, and also provide the secondary split with the guardian as a blue hyperlink above the line.

So that you know, any user in MySchool can be placed as the payee. They do not have to be connected to the student's account.

Step 3: All outstanding invoices will show, check the select box and enter a payment amount. Payees do not have to pay the full amount in one go, and partial payments are accepted. They can also overpay to allocate credit to their accounts for future invoices.

Step 4: Select a payment method. These will only include non-online payment options. If you need to add more options then you can add them to your organisation in the configuration page. Add a date and reference. Click on the blue icon above the Amount field to add the amounts from the invoice allocation section.

Step 5: Add a description if needed and then create the payment.

You then click on the payment in the overall list view to bring up the details.

Reverse payment

The reverse payment button acts as a delete button. Please be careful when using this. It will delete the payment entry, but not leave an audit trace in the transaction list. It is not a credit note or a refund. However, if you reverse an online payment, the amount will be sent to the client in either stripe or paysimple.

We are unable to recover the reverse payment in our data table. Please note that you can recreate the individual payment if this was for a non-online payment method, or ask the user to use the guardian portal to pay again using the online methods.

This action is controlled by the permission - Refund invoices. We would suggest having a very small select group with this right. Talk to our support team for help in setting this in your fixed member user groups. 

Payments and balance

If you log a payment in the transaction view. The balance of the guardian will be updated. Please note that if you log a payment via the finance tab of the guardian, then this may not appear automatically.

The page will need to be refreshed (F5) or by refreshing your browser. It appears that the payment has not been entered. In fact it just needs to be refreshed and then processed by the finance module.