Record and Manage Payments

Record and Manage Payments

Record and Manage Payments

Overview

Create payment records and manage existing payments with filtering, refresh actions, and CSV export.

Prerequisites

  • You can open /Payments/Index.
  • You have permission for payment create/update/export actions needed by your workflow.
  • Student data is available for Payment From Student selection.

Step-by-step Procedure

  1. Open /Payments/Index.
  2. Use Payment Filters and Date Range:
    • Student Name
    • Transaction ID
    • Payment Method
    • Only without Stripe Charge ID
    • Start Date, End Date
  3. Select Search to apply filters or Reset to clear them.
  4. Optional: select payment rows (checkbox column) and choose Refresh Selected.
  5. Optional: choose Refresh All Filtered to refresh all records in current filter scope.
  6. Select the add button in the page header to open /Payments/Create.
  7. In Record New Payment, complete required fields:
    • Amount
    • Payment Date (locked by default; unlock with lock button if edits are needed)
    • Payment Method
    • Payment From Student (required)
  8. Optional: generate Transaction ID with the sync button and add comments.
  9. Select Record Payment.
  10. Return to /Payments/Index and verify the new row appears.
  11. Use the export button in page header to download filtered results as CSV (Export CSV).

Variations / Branching Flows

  • Dashboard entry:

/Dashboard/Index -> Record Student Payment opens /Payments/Create with optional studentId in URL.

  • Locked or non-editable payments:

Edit/select actions can be hidden or disabled based on lock/payment state.

  • Online/refunded payments:

Available actions differ by payment type and status.

Expected Outcomes

  • Payment record is created and visible in list results.
  • Refresh operations update external/online payment status where applicable.
  • Export returns CSV data for current filters.

Troubleshooting / Edge Cases

  • Save fails with validation errors:

check required fields and form validation summary.

  • Student not selected:

payment creation is blocked until student is chosen.

  • Payment date cannot be edited:

click the lock button to unlock, then update date/time.

  • No records returned:

clear date and text filters, then rerun search.

Related Workflows

  • Create and Manage Fees
  • Adjust Fees After Payment (with Justification)
  • Use Dashboard Quick Actions

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