Business Process

Cashiering

Module

Student Financials

Prerequisites

Tuition Calculation must have already been performed on student’s account.

Description

This Job Aid illustrates how to post a student’s payment.

1.

Click on [] then [] and navigate to Student Financials ->  Cashiering -> Post Student Payments... 

2.

Click the “ID” field and enter the student’s ID#.

(Do NOT click the magnifying glass [] next to the ID field.  If you do, it will pull up every student in the system)

3.

Enter the Cashier’s Office.

(Option 1): Click on the magnifying glass [] next to the “Cashier’s Office” field to display a list of Cashier’s Offices.  Click on the appropriate Cashier’s Office.

(Option 2) If you already know the Cashier’s Office code (e.g. “MESA1”), you can enter it directly into the “Cashier’s Office” field rather than using the search function.

4.

Click the Add Button []

5.

1) Verify the student’s ID & Name to be sure you have the correct student.

2) Verify the Balance due.

6.

In the “Target” field, enter the office where the payment should be applied.

(Option 1): Click the magnifying glass [] next to the “Target” field to display a list of Target Keys.  Click on the appropriate Target Key.

(Option 2) If you already know the Target Key (e.g. “MESA”), you can enter it into the Target field rather than using the search function.

7.

Enter the appropriate term in the “Term” field to ensure the payment is applied to the correct semester.

(Option 1) Click on the magnifying glass [] next to the Term field to display a list of terms.  Click on the appropriate Term.

(Option 2) If you already know the term (e.g. “2175” for Summer 2017), you can enter it into the Term field rather than using the search function.

8

In the “Target Detail” section, click in the “Amount” field and enter the charge amount (e.g. “183.00”).

9.

Enter the appropriate tender in the “Tender” field.  This field identifies the method of payment the student is using (e.g. cash, check, Visa, Mastercard, etc.).

• (Option 1) Click the magnifying glass [] next to the “Tender” field to display a list of Tenders. Click the appropriate Tender.

• (Option 2) If you already know the correct Tender Key (e.g. “CASH”), you can enter it into the Tender field rather than using the search function.

10.

In the “Tender Detail” section, click in the “Amount” field.  Enter the payment amount for the charge.  Or let the system populate this field with a default value based on the amount entered in the “Target Detail” section.  The Tender Amount defaults to the Target Amount.

[Verify that the Target Amount and the Tender Amount(s) match]

11.

If the student is paying in full, skip to step 15

If the student is not paying in full, continue to Step 12.

12.

It may be necessary to allocate a student’s payment to a specific charge (e.g. a monetary service indicator (HOLD), a parking permit, etc.)

Click the “Select Charges to Pay” link [].

NOTE – The Select Charges to Pay page will not be available to use unless you have already selected the Target within the Target Detail section (e.g. MESA).

The “Select Charges To Pay” screen will be displayed

13.

Click in the appropriate “Pay Amount” field [] and enter the amount (e.g. 25.00).

14.

Click the “OK” button [].

You will be navigated back to the Student Payment page.  The “Target” and “Amount” will update with the selected charge amount (e.g. "25.00").

15.

Click the “Create Receipt” button [] to create a receipt for the student’s transaction. (The system posts the payment when you click this button.)

16.

If the transaction is successful, the “Create Receipt” button will change to Print Receipt.

Click the “Print Receipt” button [] to print the student’s receipt.

7.

To complete the payment transaction follow steps 7 – 16.

8.

End of job aid.