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Edurie does not integrate with a payment gateway by default — payments are recorded manually by finance staff as they are received, whether by bank transfer, cheque, cash, or any other method your institution accepts. Once recorded, each payment is allocated against one or more invoice line items to reduce the student’s outstanding balance. Every payment action is tracked in the ledger for full auditability.

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Recording a payment

1

Identify the student and their open invoices

Before recording a payment, open the student’s billing page to see their open invoices and the outstanding amounts to allocate against.
2

Create the payment record

Navigate to Billing → Payments and select Record Payment. Enter the student, amount, currency, payment date, payment method (bank transfer, cheque, cash, etc.), and any reference or notes.The payment is created with a status of recorded.
3

Allocate the payment to invoice items

Allocate the payment (or portions of it) to specific invoice line items. A single payment can be split across multiple items or multiple invoices. Open the payment and select Allocate, then enter the amount to apply to each invoice line item.
You can allocate a payment in multiple steps — for example, if a student’s payment partially covers two invoices. The remaining unallocated amount is shown on the payment record and can be allocated later.
4

Verify the updated invoice balance

After allocation, open the invoice to confirm the outstanding balance has been reduced correctly. When all line items on an invoice reach zero outstanding balance, the invoice status automatically transitions to paid.

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Payment allocation

Payment allocation is the mechanism that connects a payment to the specific charges it covers. Key behaviours to be aware of:
  • Partial allocation — a payment of 3,400canbeallocated3,400 can be allocated 2,000 to one item and $1,400 to another. Any unallocated amount remains on the payment record.
  • Over-allocation prevention — you cannot allocate more than the outstanding balance of a given invoice item. Edurie returns a validation error if you attempt to do so.
  • Cross-invoice allocation — a single payment can be allocated across items on different invoices for the same student.
Open any payment record to view its full list of allocations.

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Viewing payment history

Open Billing → Payments to see all payments for your institution. Filter by student, date range, payment method, or status. Each payment record shows the payment date, method, reference, total amount, allocated amount, unallocated amount, and current status.

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Cancelling a payment

If a payment was recorded in error — for example, a cheque that was returned — open the payment and select Cancel to reverse all allocations and restore the invoice balances.
Cancelling a payment reverses all allocations tied to it and restores the affected invoice items to their previous outstanding balances. If the invoice had reached paid status as a result of this payment, it will revert to open. This action generates corresponding ledger entries for the reversal.
Cancelled payments are retained in the system for audit purposes and are visible in the payment history with a cancelled status.

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Refunds

Use the refund workflow when a student is entitled to money back — for example, after a course withdrawal that results in a partial fee credit. Refunds go through a structured draft → submitted → approved → processed lifecycle to ensure proper authorisation.

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Creating a refund request

Navigate to Billing → Refunds and select New Refund. Enter the student, the linked payment, the refund amount, a reason, and the refund method (bank transfer, cheque, etc.). The refund is created in draft status. Review the details before submitting it for approval.

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Submitting for approval

Once the refund details are confirmed, select Submit for Approval to send it to the designated approver.

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Approving and processing a refund

An authorised finance manager opens the refund and selects Approve or Reject. A rejected refund is returned to the requester with a reason so it can be corrected and resubmitted. Once approved, select Process to record the actual disbursement when the funds are sent to the student. Processing the refund generates the corresponding ledger entries reflecting the outgoing funds.
Refunds do not automatically reverse payment allocations. If the refund represents a full reversal of a payment, consider cancelling the original payment instead. Use refunds for partial returns or cases where the original payment record should remain intact.

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Ledger entries

Every payment recorded, allocated, cancelled, or refunded creates one or more ledger entries. The ledger is a read-only audit trail that your finance team can use for end-of-period reconciliation. Open Billing → Ledger to browse entries by student, date, or transaction type. Ledger entries cannot be edited directly. All corrections must go through the appropriate billing action — cancel a payment, process a refund, or revise an invoice — so that each adjustment appears as a proper entry in the audit trail.