Bank deposits
In the eduSky system, you can record payments for courses made by clients via bank transfer. Bank deposits can be automatically linked or you can manually link them to the contract.
For a transfer made by the customer to be automatically linked to a contract registered in the system, the following conditions must be met:
- A bank package with payment history must be loaded into the system.
- The title of the transfer must include the unique contract number, which is added to the document when its status changes to "Signed"
- Optionally, the contract registered in the system is linked to the student's bank account.
Payments made by customers with one transfer to two contracts, e.g. in the case of siblings, can be separated in the system.
Unidentified payments - i.e. those that were not automatically linked to contracts or those that are not identifiable by the facility owner (due to the lack of the desired data in the transfer title) are presented in the report - All payments not attached to contracts (more information on this report in the article Payments not tied to contracts).
Bank deposit packages - loading the transfer statement into the system
In the eduSky system, it is possible to record payments for courses made by clients via bank transfer. Bank deposits can be automatically linked or you can manually link them to the contract.
We begin the operation of linking bank deposits with contracts by loading a package of bank deposits into the system, which we previously collect from the bank.
A bank package is nothing more than a history of payments to the account within a specified time frame.
For the purposes of linking payments with contracts registered in the eduSky system - we download from the bank the history of operations saved in csv, txt or html format. Selected formats are usually available in every bank. We save the payment history downloaded from the bank locally on the computer disk.
To load a package of bank deposits into the system, go to the section FINANCES → SETTLEMENTS → Bank deposit packages.
- In the left-hand format, we select from the list the bank with which your branch cooperates.
- In the description field you can add any text that e.g. allows you to quickly identify the loaded package in the future
- Use the mechanism available in the system to load a package of bank deposits
- Confirm the operation with the SAVE button
After loading the file - in the window on the right - we see the added Payment Package. The system records the added information showing - Date of loading the package, Description, Value of payments in the package, Number of payments and the name of the bank from which the file comes.
If you want to view the package contents - using Options, select → Preview. If you find that a banking operation is unrelated to school activity, you can remove it from the package by selecting the REMOVE option.
The bank package file loaded into the eduSky system can be deleted, however, it results in the loss of all financial links with contracts that have been made automatically or manually.
Linking bank deposits with contracts - step by step
- Load a package of bank deposits into the system. If you don't know how to do it, see Article → Loading a bank deposit package into the system
- The payment history loaded from the bank is presented in the system in two windows.
The form at the top, where the column CONCERNS CONTRACT is empty - presents payments not related to contracts. The form at the bottom - which has completed information in all columns, presents payments that have been automatically linked.
Automatic connection occurs when the customer enters the contract number in the transfer title, which is assigned in the eduSky system at the time the contract status changes to ASSIGNED.
The payment is also automatically connected when we assign the account number to the given account from which payments are registered.
- To link the payment to the contract, click the options and select → EDIT. Information on a given transfer is displayed on the right. In the window on the left, we can link the payment to the contract. To search for a contract in the Contract Applies field - enter the first letters of the name or surname - and select the desired document. After choosing the contract, the right side presents its parameters. We see the student's name, contract balance and payment schedule.
- Before manually linking the payment, we can select the checkbox - Link the payment account number to the contract. This results in the fact that each subsequent payment registered in the system from a given account number - will be automatically linked.
- To finalize the connection between the payment and the selected contract, confirm the operation with the SAVE button
- After completing this operation, the bank payment is linked to the contract and reduces the balance shown on the contract.
Separation of one bank payment into two contracts.
Sometimes, Parents or Guardians make payments for siblings with one bank transfer. In the eduSky system, we can split this payment into two contracts.
To do this - while tying the payment, click the DISTRIBUTE button - first we search for one contract to which the payment relates - we specify the amount of the deposit, then we search for the next contract and we also add the amount that we want to account for the payment of the liability.
