Select the correct Pupil Contacts when you receive or refund pupil deposits

TABLE OF CONTENTS

• Introduction
• Select the correct Pupil Contacts when you receive or refund pupil deposits

Introduction

If a pupil has a linked contact with a billing account, they will be available to select when receiving deposits. Engage Fees automatically tracks the bill payer so that deposits are not accidentally refund to a contact that did not initially pay the deposit.

Select the correct Pupil Contacts when you receive or refund pupil deposits

If there is no Bill Payer account available on the Fees>Collections>Receive or Refund Deposits Screen:

1. Go to Fees>Setup>Parent Defaults.
2. Select New and change the filters to show the correct pupil stage. You can receive Deposits while the pupil is still in the Prospective stage, even though you cannot raise invoices against the pupil until the New Intake stage. It is often the receipt of a deposit which triggers the move to New Intake by the school admissions team.
3. Search for the pupil name, select the contact, and create a bill payer account in the normal way.
4. The account will now show against the pupil in the Receive or Refund Deposits

To receive a deposit against the correct billing account:

1. Go to Fees>Collections>Receive or Refund Deposits.
2. Select the pupil to lodge the deposit against.
3. In the lower pane, select Receive.
4. Select the correct billing account from the Contacts of Pupil If there is only one contact with a billing account Engage selects the contact by default and deactivates the dropdown.
5. Enter the receipt details and post in the normal way.

To refund a deposit to the correct billing account:

1. Go to Fees>Collections>Receive or Refund Deposits.
2. Select the pupil with the deposit to refund.
3. In the lower pane, select Refund.

4. The amount already lodged against a bill payer will show in the Contacts of Pupil.

   

Select the correct billing account if there is more than one linked contact with a billing account. The account(s) with a deposit balance lodged will be at the top of the list.

5. Enter the refund details and post in the normal way.

Note: You can view the deposit history by bill payer from Fees>Sales Analysis>View Account Details. Select the  account and use the icon to view the deposit history.

For more information on working with Deposits, please see the Engage Fees Collections guide.