Manage Student Deposits | openSIS Billing & Fees

Manage Student Deposits

Overview

The Deposit feature allows schools to add funds to a student's account before fees are due. Deposited funds can later be applied toward outstanding fees during the payment process, helping schools manage scholarships, credits, grants, or advance payments.

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Billing and Fees > Assign Fees and Request Money

Add a Deposit to a Student Account

  1. Navigate to Billing and Fees > Assign Fees and Request Money.
  2. Locate the student.
  3. Click the student's name to open the Student Ledger.
  4. Click Fund Deposit.

The Add Fund Deposit window opens.

Enter Deposit Information

Complete the required information.

Amount

Enter the amount to be deposited into the student's account.

Funding Reason

Provide a brief description explaining the source or purpose of the deposit, such as a scholarship, grant, refund, sponsorship, or advance payment.

After entering the required information, click Submit.

The deposited amount is immediately added to the student's available deposit balance.

View the Student Deposit Balance

The student's ledger displays the current deposit balance along with:

  • Total Fees
  • Total Payments
  • Balance Due
  • Available Deposit

This provides a complete financial overview for the student.

Apply Deposits Toward Outstanding Fees

Deposited funds can be used when recording fee payments.

  1. Open the student's outstanding fees.
  2. Click Receive Payment.
  3. Enable the Use Deposit option.
  4. Enter the remaining payment details.
  5. Click Submit.

If sufficient deposit funds are available, the outstanding fee amount is deducted from the student's deposit balance.

NotesNote: The Use Deposit option is available only when the student has an available deposit balance.

Review Deposit Transactions

All deposit activity is recorded in the student's ledger, including:

  • Deposits added
  • Deposit adjustments
  • Deposit amounts applied to fee payments
  • Remaining available balance

This allows administrators to maintain a complete history of student deposit transactions.

Result

Using student deposits helps schools:

  • Record advance payments and credits.
  • Manage scholarship or grant funds.
  • Apply existing balances toward future fees.
  • Maintain accurate financial records within the student ledger.

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