Student accounts

The Student Accounts area gives you a consolidated view of each student's financial standing — their current balance, payment history, outstanding invoices, and account controls. This is where you go when a parent calls asking about their child's fees.

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Student payment profiles

Navigation: Finance → Payment Profiles

A student payment profile is the master record that links a student to their financial history in the system. It stores stable references used by payment gateways and controls certain account behaviours.

What the payment profile contains

Field	Description
Student	Link to the student People record
Account status	Active, Suspended, or Frozen
Gateway reference	Stable token used by online payment gateways to identify this student
Payment restrictions	Whether online payments are enabled for this student
Notes	Internal finance notes

Account status

Status	Effect
Active	Normal — the student can pay via all channels
Suspended	Online payments are blocked; manual (cash/transfer) payments still work
Frozen	All payments blocked until the status is lifted by a finance admin

info

Frozen accounts are typically used when a fee dispute is under review or when a student's enrolment status is unclear.

Updating a payment profile

1. Click on a student row to open their payment profile
2. Click Edit
3. Update the account status or notes
4. Click Save

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Student financial summaries

Navigation: Finance → Student Summaries

The Student Summaries page shows a financial snapshot for every student — ideal for the bursar doing a term-end review.

Key columns

Column	Description
Total billed	Sum of all invoices for this student in the selected period
Total paid	Sum of all payments recorded against their invoices
Outstanding balance	Total billed minus total paid
Days overdue	Number of days since the oldest unpaid invoice's due date
Last payment	Date of the most recent payment recorded

Filtering summaries

Filter	Options
Term / Year	See balances for a specific term or the full year
Status	All / Fully paid / Has outstanding / Overdue
Grade / Class	Filter to a grade or specific class division
Balance threshold	Show only students with balance above a set amount

Sorting and identifying high-priority accounts

Sort by Outstanding balance (descending) to find the students who owe the most. Sort by Days overdue to find the oldest unpaid accounts.

Viewing a student's full account history

Click on a student row to open their full account detail:

The detail view shows all invoices, payments, and receipts for that student across all terms.

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Using Student Summaries for parent meetings

When meeting with a parent about fees:

1. Open Student Summaries
2. Search for the student
3. Click the row to open their account
4. The Invoices tab shows every invoice with status and due date
5. The Payments tab shows every payment with receipt links
6. The Adjustments tab shows any discounts or surcharges applied

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Exporting student balances

1. Apply filters (e.g., status = Overdue, grade = Form 2)
2. Click Export → CSV
3. The export includes all visible columns

This export is commonly used to:

• Prepare letters to parents about outstanding fees
• Share with the head teacher for review meetings
• Track collection progress week by week

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Sending payment reminders from Student Summaries

You can trigger a bulk payment reminder directly from this page:

1. Filter to Status = Overdue
2. Select the students you want to contact
3. Click Send reminder
4. Choose the communication channel (Email / SMS)
5. Review the message (uses your Communications module template)
6. Click Send

tip

Coordinate with the school's Communications module to set up a payment reminder template in advance so it's ready when you need it.