IN BRIEF:
Receipts can be generated at any time for payments that have already been recorded on a family or student ledger. Administrators can either print a receipt or email one to the guardian, making it easy to provide proof of payment or resend a lost receipt.
Overview
The System allows receipts to be printed or emailed for any completed payment on a ledger. This is commonly used when a guardian requests documentation for reimbursement, tax purposes, or record keeping. Receipts generated from past payments reflect the original transaction details recorded at the time of payment.
Accessing the Feature
Receipts for past payments are generated directly from the family or student ledger.
- From the Families or Students page, locate the appropriate family or student record.
- Select the Ledger icon (currency symbol) next to the record.
- In the ledger window, select Full Ledger.
- In the upper-left corner of the ledger, use the View toggle to change the results from All to Payments.
Filtering the ledger to Payments ensures that only completed payment transactions are shown, making it easier to locate the correct entry.
Step-by-Step Instructions
Once the ledger is filtered to show payments, you can generate a receipt for any individual transaction.
- Locate the appropriate payment entry in the ledger.
- Select the Edit icon (pencil) next to the payment.
- At the bottom of the payment window, choose one of the following options:
- Print Receipt – Generates a printable version of the receipt.
- Email Receipt – Sends the receipt to the guardian via email.
The receipt will include the original payment details, including payment date, amount, and applied charges.
Additional Receipt Email Options
When emailing a receipt:
- The Reply-To Address defaults to the email address associated with the original payment.
- A custom communication template can be applied by selecting it from the Select Template dropdown.
Troubleshooting & FAQs
-
Can I customize what appears on a receipt?
- Yes. Receipt settings can be configured under SETTINGS>TRANSACTIONS>SETTINGS>“Configure Receipt Options.”
-
What receipt details can be customized?
- Available options include adding a business identifier, footer text, and refund policy language.
- For full details, see How Do I Configure Receipt Options for New Payments?
- Available options include adding a business identifier, footer text, and refund policy language.
-
Does updating receipt settings affect past receipts?
- Updated receipt settings apply when generating or emailing receipts but do not alter the original payment record.