Payment Configuration

The Payment Configuration determines how invoice due dates, recovery periods, and credit note issuance are calculated based on student type and payment method.

Accessing Payment Config

Navigate to Admin → Payment Config from the sidebar.

Configuration Structure

Settings are organized by:

• Student Category: New Students vs Existing Students
• Payment Type: One-time, Installment 1st, Installment 2nd+

Configuration Fields

Credit Period (Days)

The number of days from enrollment until payment is due.

Recovery Period (Days)

Grace period after due date before enforcement actions.

Default: 30 days for all categories and payment types.

Credit Note Formula

Description of how credit note dates are calculated:

Editing Configuration

Update Values

1. Navigate to Admin → Payment Config
2. For each category and installment type:
   • Enter Credit Period (days)
   • Enter Recovery Period (days)
   • Enter Credit Note Formula description
3. Click "Save Configuration"

Adding More Installments

If you need to support more than 3 installments:

1. Click "Add Installment"
2. Configure credit/recovery periods for the new level
3. Save the configuration

Removing Installments

To remove the last installment configuration:

1. Click "Remove Last"
2. The highest installment level is removed
3. Save if needed

How It Works in Practice

Example: New Student with 2 Installments

Package: Lyceum Guardian Primary
Scheme: Two Installments - LKR 51,500

First Invoice

• Amount: LKR 25,750
• Credit Period: 7 days
• Due Date: Enrollment date + 7 days
• Recovery: 30 days after due
• Credit Note: After invoice due date (7)

Second Invoice

• Amount: LKR 25,750
• Credit Period: 30 days after 1st invoice due
• Due Date: 1st invoice due + 30 days
• Recovery: 30 days after due
• Credit Note: 2nd invoice due + recovery (30+30)

Timeline Visualization

Day 0: Student Enrolled
        ↓
Day 7: 1st Invoice Due (credit period)
        ↓
Day 37: 1st Invoice → RECOVERY (if unpaid)
         ↓
         2nd Invoice Due
        ↓
Day 67: 1st Invoice → EXPIRED + Credit Note
         2nd Invoice → RECOVERY
        ↓
Day 97: 2nd Invoice → EXPIRED + Credit Note

Database Schema

payment_configs
├── id (primary key)
├── student_category (enum: NEW/EXISTING)
├── installment_number (integer: 1, 2, 3, ...)
├── credit_period_days (integer)
├── recovery_period_days (integer)
├── credit_note_formula (string)
├── created_at
└── updated_at

Best Practices

1. Review annually - Update configurations at the start of each academic year
2. Be consistent - Keep credit periods aligned with school policy
3. Document changes - Use the formula field to document calculations
4. Test first - Test changes with sample enrollments before applying broadly
5. Communicate changes - Notify staff when payment terms change

Related

• Credit Notes - Automatic credit note generation
• Invoice Management - Invoice processing
• Packages & Schemes - Payment scheme setup