Third Party Payments

  • Updated on Aug 14, 2024
  • Published on Dec 1, 2023
  • 1 minute(s) read
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Third Party payments are made on the Payments > Deposit screen, then must be allocated to specific students in the system from the Payments > Third Party Journal screen.

How to Make a Third Party Payment

  1. Click Payments, then select Deposit.
    SCWPaymentDeposit1.png

  2. Add the Control Total by double clicking the 0.00 in the Control Total column. This amount must match the amount of the payment being entered.

  3. To add a payment, click +Add Payment.
    SCWPaymentDeposit5.png

  4. Complete the Payment popup

    1. Payment Date - select the date of the payment from the calendar
      SCWPaymentDeposit6.png

    2. Payment Type - choose the Third Party Payment type
      SCWPaymentDeposit7.png

    3. Agency - select the third party agency that made the payment from the drop-down menu
      SCWPaymentDeposit8.png

    4. Center - select the center from the drop-down menu
      SCWPaymentDeposit9.png

    5. Payer - the payer field will auto-fill based on what was selected in the Agency field. This field is read-only
      SCWPaymentDeposit16.png

    6. Payment Amount - enter the payment amount
      SCWPaymentDeposit10.png

    7. Authorization # - enter the check number or authorization number, if applicable
      SCWPaymentDeposit11.png

    8. Notes - enter any additional notes. Please Note: information entered in this field will display on the family's statement
      SCWPaymentDeposit12.png

    9. From Month - select the starting month the payment will be applied to

    10. From Year - select the starting year the payment will be applied to

    11. To Month - select the ending month the payment will be applied to

    12. To Year - select the ending year the payment will be applied to
      SCWPaymentDeposit13.png

  5. Click Save. Please Note: once saved, a blank payment screen will open for the next payment to be receipted

  6. All added payments will display in the Payments section
    SCWPaymentDeposit14.png

    1. Edit Payment - click the edit/modify icon to the left of the Payer name to edit the payment details
    2. Hourglass icon - this icon means the payment is pending
    3. Delete Payment - click the red X to delete the payment from the batch
    4. Print Receipt - click the PDF icon to pull a receipt for the payment
      image.png

  7. Click Post once all deposits have been entered. Please Note: The Control Total and Running total must match in order to post the payment.

  8. A confirmation screen will appear: Are you sure you want to post the deposit? Click OK
    SCWPaymentDeposit18.png

  9. Another confirmation message will appear: Deposit has been posted. Click OK
    SCWPaymentDeposit19.png