Pupil Payments Summary

You access this feature using the pupil payments list. For help accessing the pupil payments list see Recording & Tracking Pupil Payments.

This feature is aimed at you as part of your day-to day management of and contact with your pupils.

Introduction

You can manage all aspects of payments for a specific pupil thorough this popup and it's tabs:

  • Credits & Credit Balance - a pupil may accrue a credit balance through various means. Pupils may have credit added to their account, either manually or as the result of actions such as lesson cancellations or block refunds. This credit can be used to pay for items such as lessons, blocks and courses. See Adding a Credit or Redeeming a Voucher for more details.
  • Pre-paid Hours - the number of hours remaining from any pre-paid blocks. See Purchasing a Block or Course or more details.
  • Unpaid Items - Lessons, Pre-paid Blocks, Courses & Charges which have not yet been fully paid for. See Unpaid for more details.
  • Paid Items - Lessons, Pre-paid Blocks, Courses & Charges which have been fully paid for. See Paid for more details.
  • Pre-paid Blocks - a fixed price for a fixed number of hours. Good for providing pre-paid block discounts. See Purchasing a Block or Course or more details.
  • Courses - a fixed price for an undefined number of hours. Good for providing fixed-price training courses. See Purchasing a Block or Course or more details.
  • Charges - miscellaneous changes which may be added to pupil's account. See Adding a Charge or more details.

Unpaid

Lessons, Pre-paid Blocks, Courses & Charges which have not yet been fully paid for.

Desktop

Payment Summary - Unpaid - Desktop

Payment Summary - Unpaid - Desktop

  1. Unpaid Amount - This amount is an estimate based on the default hourly rate set for the pupil. The actual amount paid for lessons may change depending on which rate is applied at the time of payment. See Pupil Profile - Default Hourly Rate for more details.
  2. Available Account Credit - pupils may have credit added to their account, either manually or as the result of actions such as lesson cancellations or block refunds. This credit can be used to pay for items such as lessons, blocks and courses; see Adding a Credit or Redeeming a Voucher for more details. Credit can also be added as a result of gifts made to pupils by their friends & family; see Pupils - Making & Viewing Payments - Receiving Gifts for more details.
  3. Pre-paid Hours Remaining - the number of hours remaining from any pre-paid blocks. See Purchasing a Block or Course or more details.
  4. Purchase a block of hours or a course - opens the 'Purchase Pre-paid Block or Course' popup. See Purchasing a Block or Course or more details.
  5. Unpaid Item, Pre-paid Block - click to manage payments for the block. See Recording Pre-paid Block Payments or more details.
  6. Unpaid Item, Lesson - click to manage payments for the lesson. See Recording Payments Using the Diary - When Changing a Lesson or more details.
  7. Payment Status - either 'Unpaid' or 'Part Paid'. The column header can be clicked to sort the list based on the payment status. See Recording Payments Using the Diary - Payment Statuses for more details.
  8. Duration - shown for lessons & pre-paid blocks only.
  9. Delete/Refund - click to delete/refund the item. See Deleting/Refunding Pre-paid Blocks, Deleting Courses & Deleting Charges for more details.
  10. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can use the Prev/Next links here.

Mobile

Payment Summary - Unpaid - Mobile

Payment Summary - Unpaid - Mobile

  1. Unpaid Amount - This amount is an estimate based on the default hourly rate set for the pupil. The actual amount paid for lessons may change depending on which rate is applied at the time of payment. See Pupil Profile - Default Hourly Rate for more details.
  2. Available Account Credit - pupils may have credit added to their account, either manually or as the result of actions such as lesson cancellations or block refunds. This credit can be used to pay for items such as lessons, blocks and courses. See Adding a Credit or Redeeming a Voucher for more details. Credit can also be added as a result of gifts made to pupils by their friends & family; see Pupils - Making & Viewing Payments - Receiving Gifts for more details.
  3. Pre-paid Hours Remaining - the number of hours remaining from any pre-paid blocks. See Purchasing a Block or Course or more details.
  4. Purchase a block of hours or a course - opens the 'Purchase Pre-paid Block or Course' popup. See Purchasing a Block or Course or more details.
  5. Add a payment, charge or refund -  tap to show a menu with various options. See Payment, Charge or Refund Actions for more details.
  6. Unpaid Item - tap to show a menu with various options for a particular item. See Unpaid Item Actions for details.
  7. Payment Status - either 'Unpaid' or 'Part Paid'. See Recording Payments Using the Diary - Payment Statuses for more details.
  8. Filter & Sorting Menu - click for filter and sorting options. See Filters & Sorting for more information.
  9. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can swipe. Swipe left - next page. Swipe right - prev page.

Filters & Sorting

  • Sorting - Select which field you wish to sort by. Select a direction, ascending or descending.

Unpaid Item Actions

Payment, Charge or Refund Actions

  • Purchase a Block or Course - opens the 'Purchase Pre-paid Block or Course' popup. See Purchasing a Block or Course or more details.
  • Add a Credit or Redeem a Voucher - opens the 'Add a Credit' popup. See Add a Credit or Redeem a Voucher for more details.
  • Add a Charge - opens the 'Add a Charge' popup. See Add a Charge for more details.
  • Refunding Credit Balance - opens the 'Refund Credit Balance' popup. See Refunding Credit Balance or more details. Only available if the pupil has a positive credit balance.

Paid

 Lessons, Pre-paid Blocks, Courses & Charges which have been fully paid for.

Desktop

Payment Summary - Paid - Desktop

Payment Summary - Paid - Desktop

    1. Unpaid Amount - This amount is an estimate based on the default hourly rate set for the pupil. The actual amount paid for lessons may change depending on which rate is applied at the time of payment. See Pupil Profile - Default Hourly Rate for more details.
    2. Available Account Credit - pupils may have credit added to their account, either manually or as the result of actions such as lesson cancellations or block & course refunds. This credit can be used to pay for items such as lessons, blocks and courses. See Adding a Credit or Redeeming a Voucher for more details.
    3. Pre-paid Hours Remaining - the number of hours remaining from any pre-paid blocks. See Purchasing a Block or Course or more details.
    4. Paid Item, Lesson - click to manage payments for the lesson. See Recording Payments Using the Diary - When Changing a Lesson or more details.
    5. Paid Item, Pre-paid Block - click to manage payments for the block. See Recording Pre-paid Block Payments or more details.
    6. Delete/Refund - click to delete/refund the item. See Deleting/Refunding Pre-paid BlocksDeleting Courses & Deleting Charges for more details.
    7. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can use the Prev/Next links here.

    Mobile

    Payment Summary - Paid - Mobile

    Payment Summary - Paid - Mobile

    1. Unpaid Amount - This amount is an estimate based on the default hourly rate set for the pupil. The actual amount paid for lessons may change depending on which rate is applied at the time of payment. See Pupil Profile - Default Hourly Rate for more details.
    2. Available Account Credit - pupils may have credit added to their account, either manually or as the result of actions such as lesson cancellations or block refunds. This credit can be used to pay for items such as lessons, blocks and courses. See Adding a Credit or Redeeming a Voucher for more details.
    3. Pre-paid Hours Remaining - the number of hours remaining from any pre-paid blocks. See Purchasing a Block or Course or more details.
    4. Paid Item - tap to show a menu with various options for a particular item. See Paid Item Actions for details.
    5. Filter & Sorting Menu - click for filter and sorting options. See Filters & Sorting for more information.
    6. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can swipe. Swipe left - next page. Swipe right - prev page.

    Filters & Sorting

    • Sorting - Select which field you wish to sort by. Select a direction, ascending or descending.

    Paid Item Actions

    Credits

    Pupils may have credit added to their account, either manually or as the result of actions such as lesson cancellations or block refunds. This credit can be used to pay for items such as lessons, blocks and courses.

    Desktop

    Payment Summary - Credits - Desktop

    Payment Summary - Credits - Desktop

    1. Unpaid Amount - This amount is an estimate based on the default hourly rate set for the pupil. The actual amount paid for lessons may change depending on which rate is applied at the time of payment. See Pupil Profile - Default Hourly Rate for more details.
    2. Available Account Credit - pupils may have credit added to their account, either manually or as the result of actions such as lesson cancellations or block refunds. This credit can be used to pay for items such as lessons, blocks and courses. See Adding a Credit or Redeeming a Voucher for more details. Credit can also be added as a result of gifts made to pupils by their friends & family; see Pupils - Making & Viewing Payments - Receiving Gifts for more details.
    3. Pre-paid Hours Remaining - the number of hours remaining from any pre-paid blocks. See Purchasing a Block or Course or more details.
    4. Add a payment, charge or refund - tap to show a menu with various options. See Payment, Charge or Refund Actions for more details.
    5. Amount In/Out Columns - the column headers can be clicked to sort the list based on the amounts.
    6. Credit Item, Credit Used/Refunded.
    7. Credit Item, Credit Added.
    8. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can use the Prev/Next links here.

    Mobile

    Payment Summary - Credits - Mobile

    Payment Summary - Credits - Mobile

    1. Unpaid Amount - This amount is an estimate based on the default hourly rate set for the pupil. The actual amount paid for lessons may change depending on which rate is applied at the time of payment. See Pupil Profile - Default Hourly Rate for more details.
    2. Available Account Credit - pupils may have credit added to their account, either manually or as the result of actions such as lesson cancellations or block refunds. This credit can be used to pay for items such as lessons, blocks and courses. See Adding a Credit or Redeeming a Voucher for more details. Credit can also be added as a result of gifts made to pupils by their friends & family; see Pupils - Making & Viewing Payments - Receiving Gifts for more details.
    3. Pre-paid Hours Remaining - the number of hours remaining from any pre-paid blocks. See Purchasing a Block or Course or more details.
    4. Purchase a block of hours or a course - opens the 'Purchase Pre-paid Block or Course' popup. See Purchasing a Block or Course or more details.
    5. Add a payment, charge or refund -  tap to show a menu with various options. See Payment, Charge or Refund Actions for more details.
    6. Credit Item - a positive amount indicates credit added; a negative amount indicated credit used or refunded.
    7. Filter & Sorting Menu - click for filter and sorting options. See Filters & Sorting for more information.
    8. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can swipe. Swipe left - next page. Swipe right - prev page.

    Filters & Sorting

    • Sorting - Select which field you wish to sort by. Select a direction, ascending or descending.

    Adding a Credit or Redeeming a Voucher

    The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Payments - Add a Credit to a Pupils Account - Desktop

    Payments - Add a Credit to a Pupil Account - Desktop

    This popup allow you to add a credit to the pupils account. This will result in an increase in credit balance. There are three different credit types available:

    • Payment - if you need to record an amount paid into a pupils account directly, such as a top-up by an employer or parent use this option. This option supports In-App Card Payments if enabled for your school.
    • Voucher - if you issue gift vouchers, then you can use this option. A voucher number can optionally be entered for record keeping purposes.
    • Other - any other type of credit. Such as refunds, 'free' credit offers or goodwill.

    Adding a Charge

    The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Payments - Add a Charge to a Pupil Account - Desktop

    Payments - Add a Charge to a Pupil Account - Desktop

    Charges are miscellaneous items which a pupil is billed for. A charge can be added for any reason and can be paid in full or in part in a similar way to lessons, pre-paid blocks and courses.

    Recording Charge Payments

    A charge can be paid in full or in part in a similar way to lessons, pre-paid blocks and courses. A charge can have any one of three payment states:

    1. Unpaid - no payments have been recorded for this charge yet.
    2. Fully Paid - sufficient payments have been recorded to cover the full charge amount.
    3. Partially Paid - some payments have been recorded for this charge, but not enough to consider it fully paid yet.

    Adding a Payment

    For an unpaid or partially paid charge you can record a new payment using the 'Add' button:

    The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Payments - Add a Charge Payment - Desktop

    Payments - Add a Charge Payment - Desktop

    1. The amount due, minus any account credit. If all of the amount is covered by account credit you can simply hit 'Pay' to pay the charge from account credit.
    2. Payment Method - choose 'Credit/Debit Card'  and select the 'Pay With Card Now' option for In-App Card Payments if enabled for your school.
    3. The amount to pay - this can be a partial payment.
    4. The date of payment. For some payment methods this may be a date in the past. Defaults to the current date.
    5. Shown if the 'Credit/Debit Card' payment method option is selected and you have In-App Card Payments if enabled for your school. If you are simply recording a card payment taken using an external provider choose 'Record Card Payment'.

    Deleting a Payment

    If a payment has previously been recorded for an existing charge you can remove it. Simply open the charge and use the delete action next to the payment:

    Payments - Delete a Charge Payment - Desktop

    Payments - Delete a Charge Payment - Desktop

    You must save the changes using the 'Pay' button for them to take effect.

    If a payment was taken using In-App Card Payments an account credit will be added to the pupil's account for the amount.

    Deleting Charges

    You can delete a charge using the 'Delete' action alongside a charge within the 'Unpaid' or 'Paid' tabs.

    If you delete a charge the pupil's account will be credited with any payments made.

    Blocks & Courses

    Pupils may pre-pay for blocks of hours & fixed-price courses. These are set up by a school admin and can be bought for pupils by yourself.

    Pre-paid Blocks

    • A fixed price for a fixed number of hours. Good for providing pre-paid block discounts.
    • Must be bought by a pupil, the number of hours reduces as more lessons are attributed to the block. See Recording Payments Using The Diary for more details.

    Courses

    • A fixed price for an undefined number of hours. Good for providing fixed-price training courses.
    • Must be bought by a pupil. An unlimited number of lessons can attributed to the course. See Recording Payments Using The Diary for more details.

    These can be accessed using the 'Blocks & Courses' tab:

    The layout of this tab is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Payment Summary - Blocks & Courses - Desktop

    Payment Summary - Blocks & Courses - Desktop

    Pre-paid Blocks:

    1. Add a Block - this will show the 'Purchase Pre-paid Block' popup. See Purchasing a Block for more details.
    2. A partially used block - in this case with 10 hours total, 2 of which have been used for lesson bookings, leaving 8 hours remaining. Unused partially used block can have the value remaining hours refunded. See Deleting/Refunding Pre-paid Blocks for details.
    3. A fully used block - in this case with 5 hours total, all of which have been used for lesson bookings. Fully used blocks cannot be refunded.
    4. Refund/Delete a block. See Deleting/Refunding Pre-paid Blocks for more details.

    Courses:

    1. Add a Course - this will show the 'Purchase Course' popup. See Purchase Course for more details.
    2. A course - in this case with no lessons allocated.
    3. Active/Inactive - if active any lessons will be automatically allocated to this course upon booking. See Recording Payments Using The Diary - Automatic Payments for more details.
    4. Delete a course. See Deleting Courses for more details.

    Purchasing a Block

    The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Buying a Block - Desktop

    Purchasing a Block - Desktop

    1. The block your are purchasing for the pupil. These are set up by a school admin.
    2. Hours - the number of hours within the block.
    3. Cost - the total cost of the block.
    4. Discretionary Discount - this option is only available if your school admin has enabled discretionary discounts for their instructors.
    5. The current payment status of the block. See Recording Pre-paid Block Payments for more details.
    6. Add Payment - record a new payment. See Recording Pre-paid Block Payments for more details.

    Recording Pre-paid Block Payments

    A block can be paid in full or in part in a similar way to lessons, charges and courses. A block can have any one of three payment states:

    1. Unpaid - no payments have been recorded for this block yet.
    2. Fully Paid - sufficient payments have been recorded to cover the full block amount.
    3. Partially Paid - some payments have been recorded for this block, but not enough to consider it fully paid yet.

    Adding a Payment

    For an unpaid or partially paid block you can record a new payment using the 'Add' button:

    The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Payments - Add a Block Payment - Desktop

    Payments - Add a Block Payment - Desktop

    1. The amount due, minus any account credit. If all of the amount is covered by account credit you can simply hit 'Pay' to pay the charge from account credit.
    2. Payment Method - choose 'Credit/Debit Card'  and select the 'Pay With Card Now' option for In-App Card Payments if enabled for your school.
    3. The amount to pay - this can be a partial payment.
    4. The date of payment. For some payment methods this may be a date in the past. Defaults to the current date.
    5. Shown if the 'Credit/Debit Card' payment method option is selected and you have In-App Card Payments if enabled for your school. If you are simply recording a card payment taken using an external provider choose 'Record Card Payment'.

    Deleting a Payment

    If a payment has previously been recorded for an existing block you can remove it. Simply open the block and use the delete action for the payment:

    Payments - Delete a Block Payment - Desktop

    Payments - Delete a Block Payment - Desktop

    You must save the changes using the 'Pay' button for them to take effect.

    If a payment was taken using In-App Card Payments an account credit will be added to the pupil's account for the amount.

    Deleting/Refunding Pre-paid Blocks

    Unused Block (no lessons allocated)

    If a block has not yet been used (no lessons have been allocated), you can delete it using the 'Delete' action alongside a charge within the 'Unpaid' or 'Paid' tabs. The pupil's account will be credited with any payments made.

    Partially Used Block (1 or more lessons allocated)

    If a block has been used (1 or more lessons have been allocated), you can refund any remaining, unused hours. The pupil's account will be credited with any payments made over and above the number of hours used.

    The formula we use to calculate how much to credit the pupil with (if any) is as follows:

    TotalCostUsed = (BlockCost / BlockHours) * (NumberOfHoursUsed)
    AmountToRefund  = TotalAmountPaid - TotalCostUsed 

    If AmountToRefund is positive we will credit this amount to the pupils account balance.

    The number of remaining hours are then set to zero.

    Purchasing a Course

    The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Purchasing a Course - Desktop

    Purchasing a Course - Desktop

    1. The course your are purchasing for the pupil. These are set up by a school admin.
    2. Cost - the total cost of the course.
    3. Discretionary Discount - this option is only available if your school admin has enabled discretionary discounts for their instructors.
    4. The current payment status of the course. See Recording Course Payments for more details.
    5. Add Payment - record a new payment. See Recording Course Payments for more details.

    Recording Course Payments

    A block can be paid in full or in part in a similar way to lessons, charges and courses. A block can have any one of three payment states:

    1. Unpaid - no payments have been recorded for this block yet.
    2. Fully Paid - sufficient payments have been recorded to cover the full block amount.
    3. Partially Paid - some payments have been recorded for this block, but not enough to consider it fully paid yet.

    Adding a Payment

    For an unpaid or partially paid course you can record a new payment using the 'Add' button:

    The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Payments - Add a Course Payment - Desktop

    Payments - Add a Course Payment - Desktop

    1. The amount due, minus any account credit. If all of the amount is covered by account credit you can simply hit 'Pay' to pay the charge from account credit.
    2. Payment Method - choose 'Credit/Debit Card'  and select the 'Pay With Card Now' option for In-App Card Payments if enabled for your school.
    3. The amount to pay - this can be a partial payment.
    4. The date of payment. For some payment methods this may be a date in the past. Defaults to the current date.
    5. Shown if the 'Credit/Debit Card' payment method option is selected and you have In-App Card Payments if enabled for your school. If you are simply recording a card payment taken using an external provider choose 'Record Card Payment'.

    Deleting a Payment

    If a payment has previously been recorded for an existing course you can remove it. Simply open the course and use the delete action next to the payment:

    Payments - Delete a Course Payment - Desktop

    Payments - Delete a Course Payment - Desktop

    You must save the changes using the 'Pay' button for them to take effect.

    If a payment was taken using In-App Card Payments an account credit will be added to the pupil's account for the amount.

    Deleting Courses

    Unused Block (no lessons allocated)

    If a course has not yet been used (no lessons have been allocated), you can delete it using the 'Delete' action alongside a course within the 'Unpaid' or 'Paid' tabs. The pupil's account will be credited with any payments made.

    Partially Used Block (1 or more lessons allocated)

    If a course has been used (1 or more lessons have been allocated), you cannot delete it. If you wish to prevent lesson being allocated to it then you must make it inactive. See Course - Active/Inactive for details.

    Refunding a Credit Balance

    Any of your pupils can accrue a credit a balance from actions such as lesson cancellations and block refunds. Normally this balance will be used up when paying for subsequent lessons and other items.

    Occasionally however you will need to refund a credit balance to a pupil, for example if they are no longer being taught by you:

    The layout of the popup is different for the Desktop & Mobile interfaces, but the functionality remains the same.

    Payments - Refund Credit Balance - Desktop

    Payments - Refund Credit Balance - Desktop

    You should select a refund method and can optionally enter a description (or notes) giving a reason for the refund.

    Hitting 'Issue Refund' will record the refund and set the pupil's credit balance to zero.

    Note: At present there is no way of issuing a refund using In-App Card Payments.