The payment register is a tool for viewing and managing all of a primary guardian's past payments. Once a payment is received in SchoolLeader, that payment becomes accessible not only from the payment account tab in the Student or Primary Guardian Folder, but also from this Payment Register.
The Payment Register is used to:
reverse payments due to insufficient funds (bounced checks)
reverse payments (for any reason) that have already been deposited
print consolidated payment history reports (also accessible from the Central Report Manager)
To access the Payment Register click on ACCOUNTING from the main menu, then ACCOUNTS RECEIVABLE, then PAYMENT MAINTENANCE, then MANAGE A/R PAYMENT REGISTER.
Alternatively, you can click on the "Notebook" icon on the top toolbar menu or select teh PAYMENT REGISTER button from either the STUDENT FOLDER or GUARDIAN FOLDER,
If you launch this window by pressing the PAYMENT REGISTER button from the STUDENT FOLDER or GUARDIAN FOLDER, then the appropriate guardian will already be displayed in this window along with their payment history. If you opened this window directly from the main menu, then you can click on the down arrow next to the name to select and display the desired guardian. Click the Guardian name you want to view and the payment history will immediately be displayed in the grid. The grid contains columns of information defined as follows:
Posting
Date - The system date that the payment was originally posted.
Received Date - The date entered
in by the user to optionally identify the date the payment was received
(if different from the date it was posted).
Payment Amount - The amount recorded
for this payment.
Payment
Type - Tells you how the payment was made (cash, check, etc.)
Check Num - The check number recorded
for payment. If a check number was not recorded then this field is blank.
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.
Deposit
Status - Indicates whether the payment has been deposited, or is
marked for deposit.
Trans ID - System generated sequence
# used to uniquely identify this transaction.
From the payment register, you can print one guardian's or all guardian'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.
If a guardian's check is returned for non-sufficient funds (the check bounces), SchoolLeader will automatically:
Reverse the original payment from the Payment Register and the Primary Guardian's Payment Account and mark the original payment as "Reversed-NSF"
Reapply the original charges that the payment covered
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 guardian, 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 guardian, and then post a new payment to the correct guardian's account.
To reverse a payment, click on an existing payment and then click on REVERSE. The process will perform two distinct steps:
Reverse the original Payment from the Payment Register and the Sponsor's Payment Account and mark the payment as "Reversed"
The reapplied charges will be posted in the current accounting period.