Now that your charges are posted, the next logical step is to receive payments. There are four places to Receive Payments from within Front Desk Manager:
Regardless of where in SchoolLeader you Post a Payment, the following holds true:
SchoolLeader always accepts payments, whether or not there are charges posted to an account.
Payments will always be applied to the current accounting period.
Payments are always applied to the Primary Guardian's account, even though the payment information is accessible from the Student Folder (the student incurs the charges but the primary guardian pays the bill).
The payment is immediately reflected in the Primary Guardian's balance. This is a 'real-time' transaction, and not a batch process.
The same RECEIVE PAYMENT window will be displayed regardless of how you got to this window.
Payments related to students can be posted from the Student Folder, Guardian Folder, Family Quickview, or Payment Register.
Payments related to third party sponsors (subsidized agencies) can be posted from the Third Party Sponsor Folder or the Payment Register.
With each payment that you post, SchoolLeader is building your bank deposit ticket. The Deposit Batch Manager is discussed in more detail later in this chapter.
This Receive Payment window has the flexibility to receive payments from many different sources -- including credit cards. It can also print receipts on either a standard computer printer or a special Dymo® thermal printer.
If you would like to use the SchoolLeader integrated Credit Card processing feature, please contact a customer service representative. SchoolLeader works exclusively with a national credit card processor -- Chase Paymentec® -- for handling all credit and debit card processing.
To receive a payment from the Student Folder, select the Student's name and then click on their Payment Account Tab. Click on the PAYMENT button along the top left hand third of the window to display the RECEIVE PAYMENT window.
To receive a payment from the Guardian Folder, select the Primary Guardian's name and then click on their Payment Account Tab. Click on the PAYMENT button along the top left hand third of the window to display the RECEIVE PAYMENT window.
To receive a payment from the Family Quickview, select the student's name or primary guardian's name, then click on the RECEIVE PAYMENT button.
To receive a payment from the Payment Register, select the Primary Guardian's name or Third Party Sponsor's name, and then click on RECEIVE PAYMENT.
To receive a payment from the Third Party Sponsor Folder, select the Third Sponsor's name and then click on their Payment Account Tab. Click on the PAYMENT button along the top left hand third of the window to display the RECEIVE PAYMENT window.
Payment Method: Select the payment method being used (check, cash, etc). Some Payment Methods are "electronic payments" and require an additional subscription and service agreement. Those special payment methods are as follows;
Bank Card - This method is for processing credit and debit cards. It requires a subscription with Chase-Paymentech®. Contact SchoolLeader support for more information on this service.
When selected, the Bank Card Information section will become enabled to allow you to either key in your bank card information OR swipe the card with an attached Magtec® card reader. To learn more about Magtec readers contact SchoolLeader support.
When you press "Key It" button, the card information must be manually entered (Account Type, Account Number, etc.) and the transaction can then queued for later authorization by the Electronic Banking Manager's batch process. If you select "Swipe It", then the transaction is processed immediately and authorized before you close this window. Swiping will probably save you a small percentage on your processing fees since you are performing what is called a "Card Present" transaction. However, keep in mind it requires an internet connection to be available at that moment and a signed receipt from the customer which you must save for 12 months
ACH / Fund Transfer - This method is for performing direct withdrawals from a customers bank account. It requires a subscription with IStream® and a prearranged agreements with your customers. Contact SchoolLeader support for more information on this service.
When this option is selected, the ACH / Fund Transfer Information box will be enabled. There are three fields here that must be populated. The Account Number and Routing Number must be supplied by the customer. If they have a blank check handy, you can scan it through the reader to capture the checking account number and bank routing number automatically. Otherwise, you can read it directly from the scan-line at the bottom of the check. The routing number is always 9 digits long. The other large number would be the account number.
Check - Electronic Scan - This method is for depositing paper checks directly to your bank electronically without the need to physically present them to the bank. It requires a subscription with IStream® and a desktop check scanner. Contact SchoolLeader support for more information on this service.
When this option is selected, the Check Scan Information box will be enabled. If the scanner is plugged in, you can now scan the check into SchoolLeader. Simply insert the check upright with printed side facing to the left. Push forward into scanner track and the scanner will automatically start and pull it through the slot. If successful, you will see both a front and back image of the check on the window. Verify it looks acceptable and press the Receive Payment button to post it.
The SCAN CHECK and CLEAR buttons are there to assist if problems occur with the scanner. Under normal circumstances you should not need to use them.
Amount: Enter the amount (the 'current due' amount will already be displayed. You can change this amount to whatever amount you desire).
Payment Date: if different from the Posting Date. The Posting Date is always todays date, however, if you wish to document that a payment was actually received sooner then it was posted, enter that date here.
Check/Coupon #: Enter the check number (if applicable)
Comments/Notes: Enter any free form notes you want associated with this payment. Notes print out on the customers statements, therefore, this field can be used to clarify the transaction for later reference.
Existing Charges to Pay - Grid: In the lower part of the payment window, SchoolLeader will display how the funds received from this payment are getting allocated. When a payment amount does not cover the full amount due, funds are allocated based on the sub-account from each charge and the allocation order defined in the A/R Chart of Accounts. The amount displayed will initially represent the amount owed. However, you can change the allocated amount for the specific items by typing over the displayed amount field. The total amount shown at the top will automatically change based on the changes in the grid.
When you first open the Receive Payment window, the bottom portion displays the default grid showing recommended payment journalizations for any outstanding charges. Typically, this will be the way you receive payments. The charges owed where most likely posted at some prior time and the customer is now paying. However, sometimes the charges are not previously applied. An example might be the purchase of a breakfast for a student that morning because the Mom was in a hurry and couldn't feed the student. Also, if they may be purchasing items spontaneously, such as a school T-shirt. In either of these cases you can handle the situation with one transaction by clicking on the APPLY NEW CHARGES button in the upper left corner of the bottom grid.
Enter the description and amount of the charges in the lower grid. The total amount will automatically be set for you at the top of the window. When you press the RECEIVE PAYMENT window, the charges will be applied to their account AND the payment will immediately be posted to cover the charges.
If you want to print a statement or receipt after receiving the payment, simply check the appropriate box. Notice that receipts can be printed in full size (standard 8 1/2 by 11 inches) or "mini" size. Mini receipts print on a Dymo® thermal printer which must already be purchased and installed separately. Contact Customer support if you would like to use a thermal receipt printer to save cost for paper and ink.
If you want SchoolLeader to remember and use the same print settings whenever you receive a payment for this person, click the "Remember Settings" box. This is useful if you have some customers who always want a receipt or statement.
Receipts can normally only be printed when you first receive payment. This prevents someone from printing multiple receipts for the same payment. However, sometimes it is necessary to print a duplicate. If you have "Administrative" rights, you can reopen a payment after it has been received, check the receipt option, and then press the RECEIVE PAYMENT button or the red X button. The receipt will reprint.