Payment History

Payment History includes a family's Payments History, Scheduled Payments, and Payment Allocation.

To access a family's Payment History

Select Families, then View All Families.
Locate the family in the list and select their name.
Select the icon to open the Main Family Page and select View Payment History.

Payments History

Transactions are organized by Posted Date.
Select a dollar amount to view more details about a payment, including any phone payment fees, date submitted, description, and the name of the person who added the payment. Select Close when you finished.
Select Export to download Payment History as a CSV file.

Note: If a late fee is waived after the family has paid it, the waived fee will appear in Payment History. If a late fee is waived before the family has paid it, the fee and waiver will not appear in Payment History.

Scheduled Payments

Payers can schedule future payments using their credit card, debit card, or bank account. They can set up as many scheduled payments as they want, and choose the dates and payment amounts that best suit their needs.

Note: School users cannot schedule payments on behalf of a payer.

Scheduled Payments includes future scheduled payments sorted by Scheduled date.
Automatic payments are not included in the Scheduled Payments grid.
Once a scheduled payment is processed, it moves to Payment History.
To stop a scheduled payment, select Cancel next to the payment.

Note: Scheduled payments can be canceled up to 3 business days before processing.
Select Export to download Scheduled Payments as a CSV file.

What is the difference between automatic payments and scheduled payments?

Automatic payments

One automatic payment per month
Withdrawn from the payer's bank account or charged to a debit/credit card on a set schedule based on the billing due date.
Payment amount based on the amount billed for the current month only.

Note: Past due balances are not included in automatic payment amounts and additional payment(s) must be made to settle past due balances.
No automatic payment occurs if the amount due for the month is $0 or there is a credit balance on the account.
Automatic payments can be stopped from the family's Automatic Debit Settings. For more details, see Stop Payments in Automatic Debit Settings.

Scheduled payments

No limit to the number of scheduled payments a payer can make each month.
Payment dates and amounts are selected by the payer when scheduling their payments.
Scheduled payments still process if there is no outstanding balance on the account, potentially resulting in a credit balance.
Scheduled payments are applied to the oldest charges on an account first, including past due balances.
Scheduled payments can be canceled via the Scheduled Payments section on a family's Payment History page.

Note: Both automatic payments and scheduled payments can be canceled or stopped up to 3 business days before processing.

How do scheduled payments affect automatic payments?

Tip: To ensure a scheduled payment reduces the amount of their next automatic payment, payers should select a scheduled payment date that is at least 3 business days before their automatic payment date.

If a payer adds a scheduled payment with a Payment Date at least 3 business days before their automatic payment date, the scheduled payment will decrease the amount of their automatic payment as long as they do not have a past due balance. If they have a past due balance, the scheduled payment is applied to that past due balance first before any funds are allocated to the current month's billing.

If a payer adds a scheduled payment with a Payment Date 2 business days or less before their automatic payment date, on the same date as their automatic payment date, or after their automatic payment date, it will not decrease the amount of their automatic payment and may result in a credit balance on their account.

Example 1

Billing due date: 30th of the month

Amount billed for current month: $2000

No past due balance.

• If I add a $400 scheduled payment for the 15th of the month, my automatic payment amount on the 30th is reduced to $1600.

• If I add a $400 scheduled payment for the 30th of the month, my automatic payment amount is $2000. The scheduled payment creates a $400 credit on my account.

Example 2

Billing due date: 30th of the month

Amount billed for current month: $2000

Past due balance: $500

• If I add a $1000 scheduled payment for the 15th of the month, my automatic payment on the 30th is $1500. The scheduled payment settled my past due amount and the remaining $500 was applied to my billing for the current month.

• If I add a $1000 scheduled payment for the 30th of the month, my automatic payment on the 30th is $2000. The scheduled payment settles my past due balance and leaves me with a $500 credit on my account.

Payment Statuses

Ready: Payment was submitted that day.
On Hold: Payment is going through the validation process.
In-Process: Awaiting bank response.
Success: Funds received.
Failed: Payment was not processed successfully. Select the payment amount to open the Payment Detail for more information.
Settled: Funds were remitted to the school. See the School Remittance Calendar or Standard Remittance Schedule for information on when payments are transferred to the school.
Scheduled: Payment scheduled for a future date.
Voided: Canceled payment that will not be processed.

On Hold Payments

When a payer's banking information is updated or a new bank account is added, the bank account goes through a validation process to ensure it is open, active, and can receive ACH transactions before payments are processed. Any payments made from a bank account during the validation period will display as On Hold until the account validation is complete. Payments from an account deemed valid will be processed on the fourth business day and follow the standard remittance process.

Late fees are not assessed on payments in On Hold status if the account passes validation and the payments were submitted before the due date.

If a bank account fails validation, the payer is notified by email and late fees may be assessed.

Tip: To identify bank accounts that have failed validation, run the Failed Bank Account Validation report in Reports, Static Reports.

Custom allocate a payment processed through Tuition Management

First, unallocate the payment:

Go to Families and select View All Families to search for the family.
Select the clock icon to access the Payment History.
For the payment you want to adjust, select Edit Payment Allocation.
Ensure the Unassign button is green and select Submit.
Confirm the change of allocation by selecting the check mark. The payment is now unallocated.

Then reallocate the payment:

Select Edit Payment Allocation, then Custom.
Select the billing item(s) you want to allocate the funds to.
Select how you want to apply the payment:

Spread Into Current Or Next Billing Months: will apply as much of the payment as possible to the current month and will roll over the excess amounts into the following months.
Spread Evenly Across All Available Months: will front-load the billing item(s). In other words, it will divide the payment evenly, subtract it from all months and add that amount into the current month.
Apply to Specific Months: will allow you to select the amount to be allocated to specific months.

Note: When selecting Apply to Specific Months, if you allocate more to fee/months than was due, this option will update Edit Billing Details automatically to rearrange amounts due from all months evenly. This means that the amounts due for the fee/months you specify to allocate toward will increase to meet your entered amount, and other months will decrease an equal amount.

For example, if there are 10 months charging $1000 each for tuition, and you apply a $1900 payment specifically to the first month only, the system will then update Edit Billing Details so that $1900 is now due in the first month for tuition, and only $900 tuition is due in the following 9 months. These changes, by month, will be reflected in the Audit Trail under Edit Billing Details.

Select Submit.
Select the check mark to confirm your selection.