This article explains how to create your 2027 payment options and link learners to them, even before final marks are captured. 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. You do not have to wait for final marks: you can mark all learners as promoted now (see below). 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. There is currently no function to copy 2026 payment options to 2027, so each option must be created for 2027.

How do I link learners before final marks are captured?

Promotions normally wait for final marks. To bill learners and allocate 2027 receipts correctly now, mark all learners as promoted first. This has no negative effect on the learners, even if no marks have been captured yet.

1. Navigate to My School > Curriculum > Year-End Preparation.

2. Complete the Terms, Waitlist Admissions and Re-registrations steps.

3. On the Promotions step, mark all learners as promoted.

4. Link learners to their 2027 payment options (see the next section).

5. Once final marks are captured, navigate to My School > Curriculum > Final Decisions and select Use calculated decision in the top bar. The system automatically updates each learner's decision (passed or failed) according to the marks entered.

How do I link learners to the 2027 payment options?

Finance > Debtors > 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, so that receipts for the new year go 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 are allocated to the In Advance payment option. The money is on the learner account, but not against the billing.

• Debtor journals: In the new year, the school would then need debtor journals to reallocate every amount from In Advance to the correct payment option. This is very time-consuming, so we do not advise it.

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 been completed yet. You do not need final marks: mark all learners as promoted now, then link them.

What are the steps before creating 2027 payment options?

Create your billing categories first. You can then create 2027 payment options at any time. To link learners, complete Terms, Waitlist Admissions, Re-registrations and Promotions under My School > Curriculum > Year-End Preparation.

Will promoting all learners now affect their final results?

No. Once final marks are captured, go to Final Decisions and select Use calculated decision in the top bar. The system updates each learner's pass or fail decision according to the marks entered. Do this before you moderate any marks.

Can I copy the 2026 billing options to 2027?

Not at the moment. There is no copy function, so create each 2027 payment option. A copy function is being reviewed, but there is no release date yet.

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

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

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

Yes. Payment options can be created at any time, as long as your billing categories exist. Only linking learners needs the four Admin Year-End steps.