Use Find Student to manage all payment items assigned to one student. You can review balances, add payment items, remove assignments and record cash or other payments using Bulk Pay.

1. Open the student’s payments

1. From the main dashboard, open Payments → Manage Payment Items. The page is headed Manage Shop.
2. Click Find Student.
3. Type the student’s first name or surname in Search student, then select the correct result. Check the year, class and parent/guardian details before making changes.

2. Add payment items to the student

1. Click Add item above the payment list and type the name of a payment item.
2. Select the correct item from the results. Repeat to select any other items the student needs.
3. Review your selection carefully, including the item and financial year.
4. Click the tick (✓) beside Add item to confirm the assignment.
5. Check that the items appear in the student’s list. Adjust the financial-year filter if needed.

3. Remove a payment assignment

1. In the student’s payment list, tick the checkbox beside the item or items that should no longer be assigned.
2. Review the selected rows, then click Delete within the Find Student window.
3. Read any confirmation or restriction shown before completing the removal.

Use the Delete button inside Find Student, not the main Manage Shop toolbar. This task concerns the selected student’s assignments. Removing an assignment is not a refund. If money has already been received, check the payment history and follow the appropriate refund or adjustment process rather than deleting the record to correct a balance.

4. Record cash using Bulk Pay

Use Bulk Pay to record money already received outside the app against selected payment items.

1. Tick the payment items you want to update, then click Bulk Pay.
2. In Change Payment Status, check the Date and select Cash as the Payment Type for a cash payment.
3. Enter the required Lodgement Reference, Received By and Paid By details.
4. Review Receipt Email and add an Internal Note if needed.
5. Check the student, selected items and Balance Outstanding. Enter the actual Amount Received.
6. Review everything before clicking Submit. Recheck the student’s payment list afterwards.

The Payment Type list also includes Cheque, EFT, SEPA DD, Discount and Write off. Choose only the option that matches what happened and your school’s procedures. These options record a payment or adjustment; they should not be used to imply money was received when it was not.

5. Filter, review and save a report

• Use Date From, Date To and the financial year selection to narrow the list.
• Choose All, Paid or Outstanding, then click Filter. Use Clear to reset the filters.
• Review each item’s published status, cost, amount paid, payment method, balance due and order number. An assigned item can be published or unpublished.
• Use the Pay By Link icon beside the relevant item when you need a payment link. See Send Payment Link.
• Click Save as pdf for a report. Check the student and filters before saving or sharing it.

Screenshots use fictional test-school records.