Creating Payments & Allocating
- Richard Turnbull
- Philip Cook
Payments are funds paid OUT, typically to Agents for commission owed.
Payments are paid out against a Credit Note.
During the Enrolment process, if an enrolment or booking is using the StudentGross or Company Gross invoice method with an Agent linked, a Credit Note will automatically be generated on the Agent Account.
Typically, the Agent then invoices the School for the amount, the finance team can check the amount against the Credit Note (and Enrolment if necessary) to authorise the payment.
When the payment has been made to the Agent, a Payment transaction must be generated in Schoolworks to record the transaction, and to ensure the Creditor balance remains accurate.
Payments are also used in Refunds. Please see these articles for more information.
Steps
Navigate to the Agent Account required and click on Finance Details.
Review any Credit Notes generated on the Creditor account (there may be more than one if there are more than one Enrolment or Booking).
Example here showing an Agent Account with a Credit Note on the Creditor Account:
Remember money owed by the Agent is on the Debtor Account and money owed to the Agent is on the Creditor Account.
Click on Payment from within the Creditor Account panel.
This will open the Payments screen.
Complete the details as follows:
Enter the date the payment is made
Enter the bank account the payment is being made from
Enter the method used to make the payment
Add any description, for example your bank transaction reference number
Tick Allocate on the Credit Note line
Check the details are correct in the right hand panel
Press Process Payment
The Account is then updated, and in this case, the balance on this Account is £0 reflecting nothing owing to the Agent:
Payments can also be made across multiple Credit Notes by ticking Allocate on all relevant lines if you are making a bulk single payment to the Agent.
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