A/P Payment Register

The payment register is a centralized location of handling all of the payments you made to each vendor.  Once a payment is made in SchoolLeader, that payment becomes accessible not only from the Billing Account Tab of the Vendor Folder, but also from the Payment Register.

From the Vendor Folder Billing Account Tab, click on the PAY REG button, or you can click on accounting, then Accounts Payable, then Payment Maintenance, then Payment Register:

Payment Register Vendor Account Name

The vendor's name will be displayed.  You can click on the down arrow next to the name to display and select a different vendor.  Click the Vendor name you want to view and the payment history will immediately be displayed in the grid. The grid contains six columns of information defined as follows:

Payment Register Columns & Definitions

Column 1) Posting Date
The system date that the payment was originally posted.

Column 2) Send Date
The date entered in by the user to optionally identify the date the payment was made (if different from the date it was posted).

Column 3) Payment Amount
The amount recorded for this payment.

Column 4) Check Num.
The check number recorded for payment. If a check number was not recorded then this field is blank.

Column 5) Payment Status
Indicates one of five different statuses of a payment:

UNJOURNALIZED - Payment received but the payment credits are not journalized to the  subledger.  This option is very rarely displayed and used.  It is not recommended to unjournalize payments.

JOURNALIZED - Payment credits have been journalized to the subledger.  This means that the $100 payment has been allocated to the individual charges that make up the $100 payment. This is all done automatically by SchoolLeader.  For example, the $100 payment may be allocated to $85 tuition, $10 activities, and $5 late payment fee.

VOIDED - Payment was voided in the same period it was received.  A payment can be voided if it is already deposited, or if the user does not have delete authority to delete a payment.

NSF-REVERSED - Payment was deposited but subsequently reversed for non-sufficient funds (NSF).

REVERSED - Payment and payment credits were reversed from a closed accounting period. 

Column 6) Trans ID
System generated sequence # used to uniquely identify this transaction.

Print Payments

From the payment register, you can print one vendor's or all vendor's payment history.  This option is also available from the Central Report Manager.

Click on Print Payments, and answer the prompts to determine which payments to print, including the date range needed.

 

NSF Payment

If your check is returned for non-sufficient funds (the check bounces), SchoolLeader will automatically:

  1. Reverse the original payment from the Payment Register and the Vendor's Billing Account and mark the original payment as "Reversed-NSF"

  2. Reapply the original charges that the payment covered

  3. Apply your NSF Service Fee to the vendor's account
The reapplied charges and additional NSF fee will be posted to the current accounting period.  To NSF a payment, click on the payment, and then click on the NSF PAYMENT button.
 

Reverse

A reversal is used to reverse a payment for reasons other than a bounced check, for an accounting period that has already been closed.  A payment may have been posted to the wrong vendor, and the error may not be realized until after the accounting period has been closed. In this case, you would need to reverse the wrong payment to one vendor, and then post a new payment to the correct vendor's account.

To reverse a payment, click on an existing payment and then click on REVERSE.  The process will perform two distinct steps:

  1. Reverse the original Payment from the Payment Register and the Vendor's Billing Account and mark the payment as "Reversed"

  2. Reapply the original charges that the payment covered.

The reapplied charges will be posted in the current accounting period.