This guide walks you through the steps to record payments, explore payment history, and utilize filters to access relevant financial data, ensuring transparency and accuracy in your billing operations.
Recording a Payment
Access Invoice Preview
Navigate to the invoice preview screen.Record Payment
Click on Record Payment.
Enter the payment amount and select the mode of payment (or click on Use Credit if applicable).
Specify the payment date (default is the current date, but you can select a different one).
Choose whether to send a notification email to parents.
Enter the reference number for the payment (if applicable).
Submit Payment
Click on Submit.
The payment is recorded, and the invoice status will update accordingly.
Payments Overview
Payments serve as the transaction history for the school, providing insights into all recorded transactions.
Navigate to Payments
Go to Billing and Accounting from the left panel.
Select Payments.
Payments Screen
View a list of all payments, including:
Payment Date
Student Name
Mode of Payment
Amount Paid
Invoice ID
Filtering Payments
Use filters to narrow down payment records by:
Time Range
Student Name
Mode of Payment
Payment Details and Actions
Click on a specific student to view detailed payment records.
From here, you can:
Download the Receipt.
Download the Invoice.
Perform additional billing actions as required.
Total Payments Summary
The total payments received within the filtered criteria are displayed on the main screen.
This process ensures that all payment activities are well-documented, easily accessible, and actionable, supporting streamlined financial management for the school.
Troubleshooting Common Payment Issues
If you or a parent encounters an issue with payments or billing, the sections below cover the most common problems and how to resolve them.
Refund or credit not applied correctly
If a refund has been issued but the credit balance hasn't updated, or a credit isn't being applied to an invoice:
When recording a payment, click Use Credit on the Record Payment screen to apply an available credit balance to the invoice.
If the credit balance is showing incorrectly, check whether the original refund transaction was recorded against the correct student and invoice.
Credit balances cannot be applied if they are insufficient to cover the invoice amount. Record a partial credit payment and select another payment mode for the remaining balance.
If the refund was processed via an online payment gateway, allow up to 5 business days for it to reflect in the parent's account, depending on the bank.
Duplicate charges or invoices
If a parent reports being charged twice, or you see duplicate invoices in the system:
Go to Billing and Accounting â Payments and filter by the student's name and date range to confirm whether multiple payments were recorded.
If a payment was recorded manually in addition to an online payment being processed, you may need to delete the duplicate manual entry.
Duplicate invoices can occur during student transitions between programs or centers. Review the student's enrollment dates to confirm the correct billing period.
If the duplication appears to be a system error, contact Illumine support with the Invoice ID and payment dates for investigation.
Payment showing as overdue despite payment being made
If an invoice still shows as unpaid or overdue after a payment has been successfully made:
Verify the payment was recorded against the correct invoice by navigating to Billing and Accounting â Payments and checking the Invoice ID.
For online payments, allow a short processing window before the invoice status updates. If the status hasn't changed after 24 hours,reach out to support team with details.
If you recorded the payment manually, confirm the payment amount matches the invoice amount exactly - partial payments leave the invoice in an partially paid state.
If the issue persists, contact Illumine support with the Invoice ID and payment reference number.
Unable to add a payment method or enable online payments
If parents are unable to add a card or bank account, or your school cannot accept online payments:
Parents can add or update payment methods from Profile â Payments â Payment Profile in the parent app.
Online payment collection requires the school's payment gateway to be configured and KYC (Know Your Customer) verification to be completed. Contact Illumine support if you haven't completed this step.
If a parent's payment profile is blocked or a bank account number is flagged as invalid, they will need to remove the failed method and add a new one from their Payment Profile.
AutoPay can only be enabled by parents once the school has enabled AutoPay permissions. Check your school's AutoPay settings before asking parents to enable it.
Invoice stuck in pending status
If an invoice remains in a pending state after payment has been submitted:
A pending status typically means the payment is being processed and has not yet been confirmed by the payment gateway. This is normal and usually resolves within a few minutes.
If AutoPay is enabled but not yet triggered, the invoice may show as pending until the scheduled charge runs.
If the pending status persists beyond 24 hours, contact Illumine support for assistance.
If none of the steps above resolve your issue, contact Illumine support with the relevant Invoice ID, student name, and a description of the problem. Screenshots of any error messages are also helpful.