Manage an Individual Pupil Account > Managing Pupil Deposits

Use the Cycle View tab in Fees Billing to manage details of deposits on pupil accounts. You can also record details of whether the deposit is returnable.

Choose to:

• Add a Deposit. Deposits can be added in Fees Billing or the Admissions module.
• Edit a Deposit. This is useful for confirming that a payment has been made.
• Delete a Deposit. Remove a deposit that has been added in error.
• Return a Deposit. Choose to refund a deposit to your selected billing contact.

Add a Deposit

To add a deposit to a pupil account, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Single Pupil Views from the Navigation tab to display the Single Pupil View screen.
3. Use the filters available to refine your search and select the pupil record that you want to edit.
4. Select the Deposits tab:
   
5. Click Add Deposit. A popup window is displayed:
   
6. Select a Deposit Type from the drop down list and enter an Amount.
7. Select when the deposit is to be returned, if at all, and the Status of the payment.
8. Complete the Payment Details section. This section is only displayed if 'Payment Complete' is selected for Status.
9. Use the Notes field to add further information. For example, who a refundable deposit is to be returned to.
10. Click Save.
    The deposit is displayed in the pupil account.

Edit a Deposit

Editing a deposit is useful for changing deposit status to confirm that a payment has been made.

To edit a deposit listed in a pupil account, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Single Pupil Views from the Navigation tab to display the Single Pupil View screen.
3. Use the filters available to refine your search and select the pupil record that you want to edit.
4. Select the Deposits tab:
   
5. Locate the deposit that you want to edit and click . A popup window is displayed:
   
6. Select a Deposit Type from the drop down list and enter an Amount.
7. Select when the deposit is to be returned, if at all, and the Status of the payment.
8. Complete the Payment Details section. This section is only displayed if 'Payment Complete' is selected for Status.
9. Use the Notes field to add further information. For example, who a refundable deposit is to be returned to.
10. Click Save.
    The deposit is displayed in the pupil account.

Delete a Deposit

Remove a deposit that has been listed in error.

To delete a deposit, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Single Pupil Views from the Navigation tab to display the Single Pupil View screen.
3. Use the filters available to refine your search and select the pupil record that you want to edit.
4. Select the Deposits tab:
   
5. Locate the deposit that you want to delete and click .
   You are prompted Are you sure you want to delete this deposit?
6. Select Yes.
   The deposit is removed from the pupil account.

Return a Deposit

When a pupil leaves you have the option of returning deposits. Choose to return a deposit to any of the billing contacts listed for the pupil. You can also process a partial deposit refund, if required.

To return a deposit, follow the steps below:

1. Select the Cycle View tab in Fees Billing and open the Navigation tab displayed on the right of the screen.
2. Select Single Pupil Views from the Navigation tab to display the Single Pupil View screen.
3. Use the filters available to refine your search and select the pupil record that you want to edit.
4. Select the Deposits tab:
   
5. Locate the deposit that you want to edit and click . A popup window is displayed:
   
6. Enter the amount of deposit to be returned to each of the billing contacts listed. Refunds must be entered as a negative amount.
7. Click Save & Close. The refund is displayed in the Deposits tab: