The student account ledger records school charges and financial activity for a student. Finance staff should use the batch and ledger workflow to avoid duplicate charges and retain a traceable payment history.
Before you begin
- Verify the student, term, amount, payment reference, and evidence before saving a financial transaction.
Confirm the balance and receipt from the saved student account.
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Generate a fee batch
Open Student Fees, choose the academic term and fee structure, then review the eligible classes and student count before generating charges.
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Review the batch
Check the batch totals and sample student charges. Resolve missing or duplicate enrollment and fee setup issues before finalizing.
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Record a payment
Find the student account and enter the payment using the approved method, amount, date, and reference fields. Attach payment evidence if the workflow requires it.
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Verify the ledger
Reopen the account and confirm the payment or adjustment appears with the expected balance. Provide or print a receipt when the page offers it.
Use the correct transaction action and include the reason and evidence required by the school.
Adjustments, waivers, and refunds
Use the authorized adjustment, waiver, or refund action and include the required reason and approval information. Do not delete a financial entry to conceal or correct a transaction.
If a payment needs verification, follow the review queue and retain supporting evidence according to school policy.
Student access
Students can see financial information available in My Finances. Financial holds or unpaid balances may restrict some student portal activities according to school settings.
Students should contact the finance office to resolve a disputed payment or account balance.
Recommended next step
For school-level settlement workflows, review Financial Controls and Reports.