How to Import Payments with SchoolBanks

How to Import Payments with SchoolBanks

Overview: This guide will walk you through the steps to import payments into SchoolBanks, especially useful if you use external payment providers.

Why Import Payments? Some schools prefer to use their own payment providers instead of the integrated options like Stripe. Importing payments allows you to maintain a single view of all student transactions within SchoolBanks.

Steps to Import Payments:

  1. Navigate to Payment Options:
    • Go to Admin > Settings > Payment Options.
    • Here, you can see the available payment options, including Stripe.
  2. Prepare Your Payment File:
    • Export the payment data from your external payment provider.
    • Ensure the file includes at least the student number and payment amount.
  3. Import Payments:
    • Go to Admin > Data Sync > Payments Import.
    • Select your payment file.
    • Match the columns in your file to the corresponding fields in SchoolBanks. For example, map the student number and payment amount.
    • Start the Import:
      • Click the Import button.
      • The system will begin importing the payments, checking for duplicates based on receipt numbers and transaction IDs.
    • Review Import Results:
      • Once the import is complete, a downloadable report will be available.
      • This report will show which payments were successfully imported and which ones failed.
      • Use this report for reconciliation if needed.
    • Verify Imported Payments:
      • Go to the Student View page.
      • Select a student to see the imported payments on their ledger.
      • The payment date and a SchoolBanks receipt ID will be added for each imported payment.
    • Student Access:
      • Students can log in to their accounts to view their payment history.
      • If Stripe payments are enabled, students can also make payments directly through their accounts.

    Notes
    Importing payments into SchoolBanks helps streamline your financial management by consolidating all transactions in one place. Follow these steps to ensure a smooth import process and maintain accurate student ledgers.

    Notes
    Avoid Duplicate Payments:
    SchoolBanks has a protection mechanism to prevent duplicate payments. If a receipt number or transaction ID already exists, the system will skip that payment.


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