How Do I Create a New Payment in the Office Portal? – iClassPro Support

IN BRIEF:
Learn how to record a payment on a family ledger in the Office Portal, understand the available payment/credit types, and how to create a manual credit‑card payment when needed.

Overview
- Payment Types
- Credit Types
Step-by-Step Instructions
- Creating a New Payment
- Manual Credit Card Payment
Troubleshooting & FAQs
Related Articles

Overview

Creating a payment records funds collected outside of Autopay runs. Payments can be applied directly to specific charges or recorded as unapplied credit to use later.

Note: Some payment options in the New Payment window require an active gateway account to process transactions online through iClassPro.

You cannot apply existing credit to charges from this screen. To learn how to apply existing credit, see Applying Credits and Payments in Customer Ledgers.

Payment Types

Credit Card on File — uses stored card details. Requires a configured payment gateway.
- NOTE: Specific card brands must be enabled under SETTINGS > TRANSACTIONS > CONFIGURE ACCEPTED CREDIT CARD TYPES and within your gateway.
Credit Card Manual/Manual Payment [gateway] — key‑in card details. Requires a payment gateway.
- NOTE: the name displayed will vary based on your payment gateway.
Credit Card – Swipe/Insert/Tap — use a USB card‑swiper in Keyboard Emulation Mode (KEM) or an integrated PIN‑pad terminal plus a payment gateway.
E‑Check — bank‑to‑bank transfer (gateway required).
External Credit Card Device — records a card run externally, usually on a stand‑alone, chip‑enabled terminal.
Cash — records payments made in cash; includes the Give Change option.
Check — records payments made using a physical check.
Custom Payment Type (when enabled) —records payments made via an external method that is not integrated with iClassPro.

Credit Types

Coupon — credit issued in exchange for a coupon.
House — courtesy credit issued by the business.
Other — credit issued for any other reason.
Gift Card — credit resulting from a gift‑card purchase.

Step-by-Step Instructions

Creating a New Payment

From the FAMILIES or STUDENTS page, select the correct Location (multi‑Location accounts only).
Locate the correct family or student and select the currency‑symbol/ledger icon.
Select NEW PAYMENT.
If needed, edit Payment Title or Date.
- NOTE: staff must have appropriate permissions to edit the payment date.
From Payment Type, choose the method of payment.
- NOTE: If choosing Credit Card Manual, follow the steps in Manual Credit Card Payment below.
Enter the Amount manually, or (if settings are configured), this value will auto‑populate to match the total of all charges due today or earlier
- NOTE: This setting can be enabled under SETTINGS>SETUP>GENERAL SETTINGS>APPLICATION PREFERENCES>"Auto-Populate New Payment Amount."
(optional) Enter additional payment details in the Reference/Check # field (e.g., check number, external transaction ID). These details will appear on the Bank Deposit report.
Enable the checkboxes beside the charges you wish to pay. Leaving all boxes unchecked still processes the payment, but stores it as unapplied credit.
Select Process Payment.

What happens if the Amount and selected charges do not match?

If the payment amount is less than the total amount of selected charges, the Process Payment button is disabled until you adjust the amount or deselect charges.
If the payment amount exceeds the total amount of selected charges, the full payment amount is processed and applied. The remainder is recorded as unapplied credit.

Manual Credit Card Payment

From the FAMILIES or STUDENTS page, select the correct Location (multi‑Location accounts only).
Locate the correct family or student and select the currency‑symbol/ledger icon.
Select NEW PAYMENT.
If needed, edit Payment Title or Date.
- NOTE: staff must have appropriate permissions to edit the payment date.
From Payment Type, choose 2. Credit Card Manual.
Enter the Amount manually, or (if settings are configured), this value will auto‑populate to match the total of all charges due today or earlier
- NOTE: This setting can be enabled under SETTINGS>SETUP>GENERAL SETTINGS>APPLICATION PREFERENCES>"Auto-Populate New Payment Amount."
(optional) Enter additional payment details in the Reference/Check # field (e.g., check number, external transaction ID). These details will appear on the Bank Deposit report.
Enable the checkboxes beside the charges you wish to pay. Leaving all boxes unchecked still processes the payment, but stores it as unapplied credit.
Select Next.
The secure checkout window opens (NOTE: the URL begins with https://securepay.unifiedbusiness.com).
Confirm or update Name and Address fields (imported from the Family profile).
Enter the card details. Verify the payment amount displayed beneath the card fields. If incorrect, close the window, adjust the amount, and restart.
Submit the payment.

NOTE: For manual entry, the card security code (CVV) is required to comply with card‑network rules. Stored payment methods are not affected.

Successful transactions display "Payment has been processed" with receipt options. Declined transactions show an error message.

Troubleshooting & FAQs

Why can’t I choose some payment types?
- Ensure that the payment type is enabled and accessible by your user permissions.
Where do reference notes appear?
- Any reference notes are displayed on the Bank Deposit report and within the payment details on the family ledger.
Can I apply existing credit from this screen?
- No. Refer to "How Do I Apply Payments/Credits in Customer Ledgers?" for information about applying existing credit to charges.
What if the secure payment form times out?
- Close the window, reopen NEW PAYMENT, and re‑enter the details.
Do customers receive any notification for failed payments?
- Payments initiated via the Office Portal will send the "Autopay Declined" email for failed payments.
  - This communication template can be customized under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>ICLASSPRO.