System Preferences Name Preferences Course Preferences Register Preferences Organization Defaults Pocket Ledger Preferences Firm Preferences Faculty Preferences

Pay Preferences

Student Manager allows you to set system behavior from System Preferences.  To access System Preferences, click the Preferences button on the Main Toolbar or select Edit > Preferences, then select the Pay tab.


The following is a list of all System Settings in alphabetical order:  

  • Allow Assignment of Deposit #s on Range of Dates - if checked, run Cashbox by payments and assign a deposit number to the payments in that date range.
  • Allow Edit of Deposit # - if checked, allow users with level 6 in Pay to edit Deposit numbers.   
  • Allow Edit of Receipt # - if checked, allow users with level 6 in Pay to edit Receipt numbers.
  • Assign Invoice # at Billing Screen - if checked, you will be asked if you want to assign an invoice number to a billing record when you initially save the payment. Please note, this option does not apply when creating Payment Plans.
  • Assign Invoice # for Payment Plans - if checked, an invoice number will be assigned to all payments when creating a Payment Plan.
  • Auto Enter Payment Amount - if checked, the total due for the registration will be automatically entered into the Payment/Billing/Refund Amt field on the Payment screen.
  • Bad Check - set the fee description and amount to charge to a registration for a NSF check charge.
  • Check Automatically (Tax Credit) - if checked, will automatically check the 'Paid by Taxpayer/Student' box on the Payment screen.
  • Consider Billing as Paid - if checked, billings will be considered paid on reports if using some report functions such as GTPAID() and GTBAL().
  • Default Billing Date - set the default billing date for all future billing records. If selecting Custom Date, you enter an expression to generate the custom date, e.g. cobegdate+15 would set the default billing date to 15 days after the course begins.
  • Default Run Invoices to print New - if checked, the Print new invoices box will be automatically checked when printing invoices.
  • Defining Other Payment Types - enter labels for the other pay types on the Payment screen. 
  • Display Last Name, First on Pay Detail screen - if checked, the payer name will be displayed in Last Name, First (i.e Havlicek, Chuck) format rather than First Last (i.e. Chuck Havlicek).
  • Don't change Invoice Date when running invoices - if checked, when generating invoices, the billing date will be used instead of the current date (default).
  • Expire Escrow - enter the number of days then choose After Pay Date or After Today. If you don't want to expire Escrow payment, select Never.
  • Include Void in AW Pendings? - if checked, voided payments will be included in the AW Pendings list at startup.
  • Invoice Starting # - the number which will be assigned to the next receipt/invoice.
  • Keep Paid to Invoice #s on Refunded Payments (Refund Wizard) - if checked the Paid to Invoice value is not deleted from payments when voiding an invoice via the Refund Wizard.
  • Lock Editing of Deposited Payments- if checked, users with less than Access Level 6 in Pay will not be able to edit a payment after the Deposit number has been assigned.
  • Lock Editing of Noted Payments - if checked, users with less than Access Level 6 in Pay will not be able to edit a payment after entering a value in a UDF field.
  • One Time Coupon Setup - set up one-time coupons registrants can use when enrolling in a course via ACEweb.
  • Pay Types Active Status - check the payment types listed to make them available when creating payments.
  • Set payment amount on new billings to account for existing billing records - if checked, when you select the Billing pay type, the system will reset the Amount on the payment to the total amount due for the group, accounting for any existing billing records.
  • Set Timeout - set the number of seconds the system should wait for a response from the credit card company when validating credit cards.
  • Show AW Pendings on Startup? - shows the list of pending ACEweb payments when Student Manager starts.
  • Show Outstanding Invoices on Startup? - opens the Outstanding Invoices screen when Student Manager starts. After closing the screen, gives you the option to email a PDF copy of the outstanding invoices to the email address listed on the billing type payment record.
  • Sort Order - sets the sort order of AW Pendings on Startup? report.
  • Use Deposit Numbers - enables the Deposit # field on the Payment screen.
  • Use Firm Escrow - if enabled, when refunding a payment to escrow that was paid by the firm, the escrow amount is available to all members of the firm.
  • Use this Input Mask - allows you to enter an input mask for payment types specified in the For these payment types setting. For example, if you want the Other 7 payment type to look like a credit card number on the payment screen, you would enter 9999-9999-9999-9999 in this setting, and 7 in the For these payment types setting.
  • Use Tax Credit (on Pay) - if enabled, places a check box on the Payment screen for determining if registration is paid by taxpayer/student.
  • Validate Credit Cards - if you are using the Credit Card Module, you must check this field to turn on credit card validation.  
  • Validate Pay Additional ID - validate the additional pay note entries on the Payment screen.  Check ‘Turn Pop-up On’ to enable the pop-up feature for this field (Pay Additional ID list pops up when entering field to select appropriate entry). The setting also allows you to manually enter a value.


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