Create, Edit and Delete Scheduled Payments

Managing payments to external providers efficiently is a crucial task for colleges to maintain accurate records, avoid delays, and keep good business relationships with those providers. In this article, you will learn how to create, edit and delete these payments.

The timing for creating these payments varies by college. Some take a proactive approach and schedule payments once enrolments begin. Others wait until they receive an invoice from the provider. There is no single recommended method. The right approach depends on your internal policies and workflows.

Create Scheduled Payments

The steps to create a scheduled payment vary depending on the provider type.

For detailed instructions, refer to the relevant article:

Agents Commission

Edit Scheduled Payment Items

Permissions Required

Each Schedule Payment Type has its own permission.
Users can only update a Scheduled Payment for a specific schedule type if they have the corresponding Edit permission.

For example:

Finances > Schedule Payments > Schedule Payments (Agents) > View Scheduled Payments (Agents)
Finances > Schedule Payments > Schedule Payments (Agents) > Edit Scheduled Payments (Agents)

Only the provider invoice details within the payment items of a Scheduled Payment can be edited. All other fields belonging to the Scheduled Payment cannot be changed. If you need to update those fields, you must delete the Scheduled Payment and create it again.

To edit the scheduled payment items:

Go to the details page of the scheduled payment that you want to update the items for.
In the items grid, update the Provider Invoice No. and Provider Invoice Date fields directly. To discard all changes, click on the Discard Changes on top of the grid.
After making your changes, click on the Save button on top of the grid to apply and save the updates.

Delete Scheduled Payments

Permissions Required

Each Schedule Payment Type has its own permission.
Users can only update a Scheduled Payment for a specific schedule type if they have the corresponding Delete permission.

For example:

Finances > Schedule Payments > Schedule Payments (Agents) > View Scheduled Payments (Agents)
Finances > Schedule Payments > Schedule Payments (Agents) > Delete Scheduled Payments (Agents)

Limitation of Deleting Scheduled Payments

The following Scheduled Payments cannot be deleted:

Scheduled Payments that have been locked by the Revenue Income Recognition.
Scheduled Payments created before the November 2025 release of eBECAS/EDMISS Next Generation.

If you attempt to delete any of these Scheduled Payments, the system will display a message indicating that deletion is not available.

To delete a scheduled payment:

Go to the details page of the scheduled payment that you want to delete.
Click on the Dropdown button located at the top right and click on Delete.
Confirm to delete.