This article explains how to create your 2027 payment options and link learners to them. It is intended for school finance administrators preparing debtor billing for the new academic year. You will learn how to create the payment options, link learners and families, and why completing this setup early prevents receipt allocation problems.

Before you start: Learners cannot be linked to 2027 payment options until the first four Admin Year-End steps have been completed: Terms, Waitlist Admissions, Re-registrations and Promotions. See the article How do I complete the Admin Year-End prerequisites for 2027 payment options? for the full steps. Billing categories (such as School Fees, Extra Murals and Boarding) must also exist before payment options can be created.

How do I create 2027 payment options?

Finance > Debtors > Payment Options

Payment options can be created at any time during the year, once your billing categories exist.

1. Click Create Payment Option.

2. Complete all the payment option information.

3. Select 2027 as the payment option year.

4. Save the payment option.

Repeat these steps for each payment option required.

How do I link learners to the 2027 payment options?

Finance > Debtors > Payment Options

Once the four Admin Year-End prerequisite steps have been completed, link learners to the newly created payment options.

1. Select 2027 from the Year dropdown.

2. Select the appropriate payment option.

3. Click Link Learners to Option.

4. Select the learners or families that should be linked.

5. Save your changes.

Why should I complete this setup early?

We strongly recommend completing the Admin Year-End prerequisites and linking learners to their 2027 payment options as early as possible. This ensures that receipts processed for the new academic year are allocated directly to the correct 2027 payment options.

• In Advance allocation: If learners are not linked to their 2027 payment options when payments are received, the receipts will be allocated to the In Advance payment option instead.

• Debtor journals: Correcting these allocations later requires debtor journals to transfer the amounts to the appropriate payment options. Debtor journals are a manual and time-consuming process, so completing the setup and learner linking in advance reduces unnecessary administrative work.

Frequently asked questions

Why can't I link learners to my 2027 payment option?

The first four Admin Year-End steps (Terms, Waitlist Admissions, Re-registrations and Promotions) have not yet been completed. These steps create the learner records for 2027, and linking is only possible once they exist.

Can I create 2027 payment options before doing the Admin Year-End?

Yes. Payment options can be created at any time during the year, as long as your billing categories exist. Only the linking of learners requires the four Admin Year-End prerequisite steps to be completed first.

What happens if a parent pays 2027 fees before learners are linked?

The receipt will be allocated to the In Advance payment option instead of the correct 2027 payment option. The amount will then need to be transferred with a debtor journal, which is a manual process.

What must exist before I can create a payment option?

Billing categories, such as School Fees, Extra Murals or Boarding, must be created first. Each payment option is built on these billing categories.