If a parent has paid by cash, cheque or bank transfer, record the payment received outside the school app so their balance stays up to date. You can also record an approved discount or write-off.
Check the payment status before recording cash. You can currently record a cash payment only when the status is Unpaid. If the status is Cancelled, In Progress, Partial Paid or anything other than Unpaid, contact staffsupport@uniqueschools.ie for help.
This also applies when a parent pays the remaining balance in cash after an instalment is cancelled or partly paid. Contact staff support to have the payment record handled correctly; the cash-recording steps below are for Unpaid payments.
In this guide
1. Choose the correct payment type
- Cash or Cheque: money received directly by the school.
- EFT: Electronic Funds Transfer.
- SEPA DD: SEPA Direct Debit.
- Discount: an approved reduction in the amount owed.
- Write off: an amount the school no longer expects to collect.
Use the correct type and amount. A discount or write-off is not money received. Only record payments or adjustments that have been received or authorised under school procedures.
2. Open the student payment list
- From the Dashboard, open Payments → Manage Payment Items.
- Click the eye icon beside the payment item.
- Choose View Students.
3. Record an individual payment
- Find the student and select the checkbox beside their name.
- Click Unpaid in their payment status.
- Complete the payment details and choose the correct Payment Type.
- If you need to email a receipt, complete the receipt options shown.
- Check the student, amount and other details, then click Submit.
4. Record payments in bulk
- In the payment item's student list, select the students whose records you want to update.
- Click Cash & Other.
- Complete the date, payment type, lodgement reference, received-by and paid-by details, any internal note, and the amount received.
- Check the selected students and payment details carefully, then click Submit.
Choose the right starting point: Cash & Other in a payment item’s student list is for several students assigned to that one item. For several payment items assigned to one student, use Find Student → Bulk Pay instead, as explained below. Review the receipt options shown in the form you are using.
To send a receipt afterwards, follow Manage Cash & Other Payments.
5. Record several items for one student
- Open Payments → Manage Payment Items and click Find Student.
- Search for the student and open the correct record.
- Select the relevant assigned payment items, then click Bulk Pay.
- In Change Payment Status, choose the appropriate Payment Type, such as Cash, and complete the payment details.
- Check the selected items, amount received, outstanding balance and any receipt-email option before clicking Submit.
This is useful when a student joins during the school year and the school needs to assign and record several payments together. See Find student for adding or removing assignments and the current Bulk Pay screenshot.