PASI Knowledge Base

Table of Contents

List Payments

A Student Records user will use the List Payments screen to find and reconcile Payment Items and to create and provide a daily transaction report for Finance.

This screen uses the PASIprep List Items Template

Secured By

The following PASIprep Permission Levels are used to control access this functionality:

Permission Behavior
PASIprep Level 30 Permission - View Payment Items View Payments Items
PASIprep Level 31 Permission - Manage Payment Items Manage Payment Items

List Payments Query

Fields

The user can query for a list of Payment Items with the following criteria :

Field Description
Type (Payment Item Type) The type of Item related to the payment
* Transcript
* Diploma Exam Registration - Rewrite
* Diploma Exam Registration - Unfunded
* Diploma Exam Registration - Rewrite Unfunded student
Created by Start Date/Time The earliest date and time the Payment Item was created
Mandatory; by default, it is set to 24 hours in the past
Created by End Date/Time The latest date and time the Payment Item was created
Mandatory; by default, it is set to the current date/time
Show Waived Transaction Only Ensures the query returns only waived transactions

Controls

The following controls are used within this section of the screen:

Control Behavior
Search Invokes the query using the search criteria provided. See query logic below.
Clear All Clears search criteria

Query Logic

This screen is used to support payment reconciliation and reporting for transactions processed by Student Records. As such the query only considers the following records:

  • Document Orders where all of the following is true:
    • Has Document Order Items with Document Type of “Transcript”,
    • Has a Total Cost > $0, and
    • Created by O.1 users – this is determined by whether the Education Account Organization on the Document Order is O.1.
    • Payment Method not equal to “online”
  • Diploma Exam Registration Requests where all of the following is true:
    • Has a status of “Registered”
    • Total Due on Request > $0
    • Created by O.1 users – this is determined by whether the Education Account Organization on the Exam Registration Request is O.1.
    • Payment Method not equal to “online”
    • There exist at least one Exam Registration Fee record in the Request where Total Due on the Fee record is > $0 AND there is no Student Fee Coupon associated to that fee record.
  • The search will return the payment items that are created in the specified Created Date/Time range.
    • For Transcript Document Orders, the Order Placed Date/Time field is used as the created date/time for the document order.
    • For Exam Registration Requests, the created date/time is determined by searching the audit history to determine the time when the record was first created.
  • User can further limit the search by:
    • Diploma Exam Registration Fee Type and/or
    • Show Waived Transactions only.
      • A Transcript Document Order is considered to be a waived transaction when Amount Collected = $0.00 and Total Cost > $0.00.
      • A Exam Registration Request is considered to be a waived transaction when Amount Collected = $0.00 and Total Due > $0.00.

List Payments Grid

The grid shows the result from the search query.

Data Fields

The following data is presented on the PASIprep Business Object Grid:

Field NameDescription
Check Box

Checkbox to select the record for further actions

Only single rows can be selected at one time

View

Opens the:
* View Diploma Exam Registration Request Payment Details
* View Transcript Payment Details page

(dependent on the type of record selected)

Edit

Opens the:
* Edit Diploma Exam Registration Request Payment Details page
* Edit Transcript Payment Details page

(dependent on the type of record selected)

Not visible to users without PASIprep Level 31 Permission - Manage Payment Items

TypeThe type of Item related to the payment
* Transcript
* Diploma Exam Registration - Rewrite
* Diploma Exam Registration - Unfunded
* Diploma Exam Registration - Rewrite Unfunded student
ASN

ASN of the student the transcript order / DER Request is for

Note: The Find Payment screen expects all Document Order items / registrations in one Document Order / Exam Registration Request to have the same ASN – this column would display that common ASN

Order/DER

If the payment item is a Transcript Order, this is the Document Order Identifier, shown as a hyperlink

  • Clicking on the hyperlink takes user to the PASIprep View Document Order Item screen for the first Order Item in the Order

If the payment item is a Diploma Exam Registration Request, this is the Diploma Exam Registration Request ID

Copies/Registrations

If the payment item is a Transcript Order, this is the sum of the Number of Copies of all the Document Order Items in the Order

If the payment item is a DER, this is number of registrations (Diploma Exam Mark records) associated to the request.

The Total row at the bottom of the grid shows the sum of all values in this column

Amount Collected

If the payment item is a Transcript Order, this is the Document Order’s Document Order Amount Collected

If the payment item is a DER, this is the Diploma Exam Registration Request Amount Collected on the Request

The Total row at the bottom of the grid shows the sum of all values in this column

Total Cost

If the payment item is a Transcript Order, this is the Document Order’s Document Order Total Amount

If the payment item is a DER, this is the sum of the Diploma Exam Registration Request Total Due for all non-deleted Exam Registration Fee records in the Request

The Total row at the bottom of the grid shows the sum of all values in this column

Payment Method

If the payment item is a Transcript Order, this is the Document Order’s Document Order Payment Method

If the payment item is a DER, this is the Diploma Exam Registration Request Payment Method of the Request

Created By

Show the user who created the Transcript Document Order / Diploma Exam Registration Request

For Transcript Order payment items, this is the value of the Document Order Education Account Identifier on the Document Order

For Exam Registration Request, this is the value of the Diploma Exam Registration Request Created By Education Account on the Request

Created Date/Time

This is the created date/time for the item

For Transcript Order payment items, this is the value of the Order Placed Date/Time on the Document Order

For DER, this is determined by searching the audit history to determine the timestamp of when the record was created

Payment Reference ID (hidden by default)

If the payment item is a Transcript Order, this is the Document Order Payment Transaction ID

If the payment item is a DER Request, this is the Diploma Exam Registration Request Payment Transaction ID
Last Updated Date (hidden by default)Show the last updated date/time for the record
Last Updated By (hidden by default)Show the user who last modified the record

Controls

The following controls are used within this section of the screen:

Control Behavior
Download Receipt Selecting this option will open the corresponding receipt PDF (DER or Transcript) - see Payment Receipts Specification for more details
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