Module 7 - Check Payments

Video Summary

• Admin check payment entry (manual payment processing)

  • Go to customer account (e.g., Dickens family)

  • Select the specific invoice (e.g., $700 admin fee)

• Entering the payment

  • Click Add Payment

  • Choose invoice and payment amount (can be adjusted if partial payment)

  • Select Check as payment method

  • Enter:

    • Check number

    • Check date (often received date if entered in office)

  • Mark status as Received (check physically in hand)

• Optional details

  • Add a description (e.g., “paid by check” or invoice reference)

• System behavior after entry

  • Payment is logged in the financial register, but is highlighted in blue

  • Check appears in “received” state (uncleared)

  • Also shows in Check Payments queue

• Check lifecycle states

  • Sent → family sent a physical check

  • Received → school has received the physical check

  • Cleared → check has been deposited and funds confirmed

  • Failed → check bounced or invalid

• Clearing process

  • After depositing at bank, admin updates status to:

    • Cleared (funds confirmed) or Failed

  • Only cleared checks are considered finalized payments

• Key operational note

  • Unresolved received checks can accumulate if not cleared

  • Cleared date becomes the official payment date in the system

  • Check payments remain visible until properly cleared or failed

The Next Video - Payments, Pt. 3 - Cash, etc.