Description

Payment Methods define the modes of payment that can be accepted when collecting student fees through the Billing & Fees module. Administrators can configure payment methods such as cash, check, credit card, bank transfer, or other institution-specific payment options.

Once configured, these payment methods become available during fee collection, ensuring that payments are recorded consistently and accurately.

Navigation

Settings → Billing & Fees → Payment Methods

Understanding the Payment Methods Page

The Payment Methods page displays all payment methods available for fee collection.

Each payment method includes:

• Code – A unique identifier for the payment method.
• Title – The name displayed during payment collection.
• Description – Additional information about the payment method.
• Actions – Edit or delete the payment method.

The page also allows administrators to:

• Search payment methods.
• Export the payment method list.
• Create new payment methods.
• Manage existing payment methods.

Why Use Payment Methods?

Payment Methods help institutions:

• Standardize payment collection.
• Track how fees are received.
• Support multiple payment options.
• Improve financial reporting.
• Maintain consistent payment records across the institution.

Common payment methods include:

• Cash
• Check
• Credit Card
• Debit Card
• Bank Transfer
• Online Payment
• Money Order

Institutions can create additional payment methods based on their financial processes.

Where Payment Methods Are Used

Configured payment methods are available throughout the Billing & Fees module whenever payments are recorded.

This ensures that every payment transaction is associated with an approved payment method for reporting and auditing purposes.

Best Practices

• Create payment methods that reflect your institution's accepted payment options.
• Use clear and recognizable names.
• Avoid creating duplicate payment methods.
• Periodically review and remove payment methods that are no longer accepted.
• Maintain consistent naming conventions across all payment methods.

Notes

• Payment Methods define how a payment is received.
• They do not process payments directly.
• Online payment gateways such as Stripe and PayPal are configured separately under Online Payment Acceptance.

Expected Outcome

Administrators understand the purpose of Payment Methods and how they are used to record student fee payments consistently throughout the Billing & Fees module.