03 March 2025

Test ePayment Integration

You can test your completed ePayment configuration in the following ways:

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

To set up a one-off fee:

  1. Select the Payments tab for the relevant learner in the Enrolments module.

  2. Click the Add Fee button on the Payments ribbon.

    Add Fee button

    A new record is added in the Fees grid.

  3. Enter the required details in the Fee Details section.

    Fee Details section

The fields in the Fee Details section are described in the following table.

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.

  1. Click Save.

You can process ePayments with the Payments screen in the Enrolments module (for example: a payment processed by a member of staff as a mail order/telephone order (MOTO) or ‘card not present’ payment on behalf of a learner).

To process an ePayment:

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

  2. Click the Payments tab in the Enrolments module and select the required fees in the Fees grid.

    Fees grid

  3. Click the Pay Selected button on the Payments ribbon.

    Pay Selected button

    The Receipts tab is displayed.

    Receipts tab

  1. Enter the required details in the Receipt Details section.

    Payment Method field - ePayment

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

  2. Click the Save button.

    The following message is displayed.

    ePayments message

  3. Click OK.

    The Epayments window is displayed. The Payment Details tab is displayed by default, which shows the payment page of your online payment provider.

    Epayments window - Payment Details tab

  4. Enter the required payment details, and then submit the payment.

    If the payment is successful, the Payment Details tab will refresh and display the appropriate message.

  1. A receipt is created and displayed in the Receipts grid, with a new receipt number and ePayment reference in the relevant fields.

    Receipts grid - ePayment

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

To process a self-service payment in ebs: ontrack Learner Hub:

  1. Click the My Payments option in the navigation pane to view the fee record.

    My Payments button

    The My Payments page is displayed.

  2. Select the relevant fee(s).

    Pay Online check boxes

  3. Click the Pay Online button.

    Pay Online button

    You are redirected to the relevant payment provider

  4. Complete the payment details for the outstanding fees.

Further information about ePayments is available in the following topics: