The relevant fields on the Ontrack Learner screen are described in the table Ontrack Learner settings.

The fields on the ePayments (Common) screen are described in the table ePayments (Common) settings.

Set up the transaction codes to define whether payments have been paid, declined, or requested. The transaction codes must be mapped to progress codes. For example, the table Transaction codes shows how a learner will only have an Active progress code if a payment has been received.

For more information on the reference data for transaction codes, go to ePayment Transaction Status Codes.

Set up the payment methods that the institution accepts for course fees that are paid by applicants. For example, the table Payment Methods shows payment methods for credit and debit card payments.

For more information on the reference data for payment methods, go to Payment Methods.

You can set up a one-off fee with the Add Fee button in the Enrolments module.

Set up a one-off fee as follows:

1. On ebs: central, go to Enrolments > Payments. Then, find the relevant learner and select Add Fee. A new record is added in the Fees grid.

2. On Fee Details, enter the required details as shown in the image below.

   

   The table Fee details describes the fields on the Fee Details page.

   Fee details

   This field	Holds this information...
   Fee Date	The date the fee is recorded. To change the date, click the Calendar button to display the calendar, where you can select the required date.
   Instance Code	The instance code to which you want to add the fee for an enrolment-type fee. The instance code is the combination of UI code/UIO code. Select from the drop-down list (this contains the instance codes of existing enrolments for the learner). Do not select an instance code for a person-type fee.
   Occurrence	The calendar occurrence for the course (read-only). This is populated from the instance code when the fee is saved.
   Fee Type	The fee type for the course. Select from the drop-down list. When you save a new fee against an enrolment, the Fee Type field will become read-only and cannot be edited again.
   Description	The description for the fee. This is populated from the instance code and fee type when selected.
   Who to Pay	The person/company/institution responsible for the fees.
   Sponsor	If you selected a sponsor value in the Who To Pay field, enter the required sponsor code. Alternatively, click the Search button to display the Sponsor Search window, where you can select the required code.
   Standard Fee	The standard fee amount of the fee type selected.
   Actual Fee	The actual fee amount of the fee type selected.
   UK Funding Year	The funding year for the course. Select from the drop-down list.
   UK VAT Code	Defaults to the VAT code of the fee type selected (read-only).
   UK VAT Rate	Defaults to the VAT rate of the fee type selected (read-only).
   UK VAT Amount	The calculated VAT amount for the fee type selected (read-only).
   NZ GST Code	Defaults to the code of the fee type selected (read-only).
   NZ GST Rate	Defaults to the GST rate of the fee type selected (read-only).
   NZ GST Amount	The calculated GST amount for the fee type selected (read-only).
   NZ Is StudyLink?	Whether the fee type is specified as being ‘Include in Return’ in reference data.
   NZ Invoice Number	The system-generated invoice number allocated to the fee, when the fee is invoiced.
   NZ Invoice Date	The date when the fee was invoiced.
   NZ Minimum Value	The minimum value specified for the fee type selected (read-only).
   NZ Round to Nearest	The rounding value specified for the fee type selected (read-only).
   NZ Account Code	The account code for the fee type.

3. After filling all the relevant details, select Save. You can now process a staff payment on behalf of a learner in ebs: central or process a learner self-service payment on ebs: ontrack Learner Hub.

You can process ePayments with the Payments screen in the Enrolments module. For example, a payment processed by a staff member over the telephone on behalf of a learner.

Process an ePayment as follows:

1. Enrol a learner onto a course that has fees attached.

2. Go to Enrolments > Payments, and then select the required fees in the Fees grid, as shown in the image below.

   

3. On the payments ribbon, select Pay Selected and enter the required details, as shown in the image below.

   

   You must select a payment method of ePayment in the Payment method field.

4. Save the changes and then select OK to show the ePayments page. Then, enter the required payment details, and submit the payment.

   The image below shows the Epayments page where you must enter the payment details.

   

   Wait for the payment to be processed. If the payment is successful, the Payment Details tab will refresh and display the appropriate message.

   A receipt will also be created and shown in the Receipts grid, with a new receipt number and ePayment reference, as shown in the image below.

   

You can process a self-service payment during the Enrolments process.

Process a self-service payment in ebs: ontrack Learner Hub as follows:

1. On ebs: ontrack Learner Hub, go to My Payments and then select the relevant fees as shown in the image below.

   

2. Select Pay Online to open the configured payment provider. Complete the payment details for the outstanding fees.

3. Wait for the payment to be processed. If the payment is successful, a receipt will be created and shown in ebs: ontrack Hub > ePayments > Receipts grid.