Create Schedule Payments (Accommodation)

Scheduling payments for accommodation providers is the method used to pay providers for student accommodation services. This helps ensure payments are accurate and made on time.

Considerations for Scheduled Accommodation Payments

Before creating Scheduled Accommodation Payments, keep the following points in mind:

• Scheduled Payments are created for existing Accommodation Payment Due items.

• Accommodation Payment Due items can be created even if the related invoice has not yet been paid by the student. Payments can therefore be scheduled on the same basis.

• Payments cannot be scheduled partially. The full amount of the due item must be scheduled.

• Only unscheduled Due items with a payable amount greater than $0 will appear in the search results.

About Accommodation Payment Due Items

Accommodation Payment Due items represent planned payments to accommodation providers. Each item includes a predefined amount and due date.

Accommodation Payment Due items are currently generated in eBECAS Classic. For detailed instructions, please refer to this relevant eBECAS/EDMISS Classic article: Homestay and Airport Transfers

Schedule Accommodation Payments

Step 1: Open the New Payment Page for Accommodation

Navigate to Finances > Schedule Payments > Accommodation, then click on New Payment in the top-right corner.

This opens the New Payment (Accommodation) page, which consists of the following components:

A. Payable Fees Search Panel: From this panel you can search and select the payment dues that are available to be scheduled.

B. Payment Summary Panel: This panel displays the payment due items you have chosen to include in the new Scheduled Payment. You can review the selected items here and optionally enter Provider Invoice No. and Provider Invoice Date before finalising the schedule.

C. Panel Divider: You can adjust the layout by resizing the panels or collapsing the summary section as needed while reviewing payments.

Step 2: Search and Select Payment Due Items

Search Payment Due Items

Use the filters to locate the payment due items that you want to include in this schedule. By default, the filters are set to show payment due items with a due date on or before today.

The available filters include:

• Provider: Select the accommodation provider to filter records based on the provider assigned to the student’s Accommodation Placement.

• Payment Due On or Before: Show payment due items with a due date on or before the selected date. This helps prevent scheduling payments that are not yet due.

• Location: Show payment due items based on the Location assigned to the student’s Accommodation Placement. This may differ from the student’s Enrolment Location.

Scheduled Payments for Study Tours are currently not supported in eBECAS/EDMISS Next Generation. Please use the eBECAS/EDMISS Classic desktop application to manage Study Tours Scheduled Payments.

Select Payment Due Items

Once you have located the payment due item(s) you want to include in this schedule, you can select them in two different ways:

• Using the checkbox column, select the rows to include and click on the Pay Selected button from the grid’s action panel.

• Manually double-click a payment due item to populate the full amount in the Amount field, then click Add to Summary at the bottom of the grid.

Once an item has been added to the Payment Summary Panel, it will no longer appear in the Search Panel.

Please note the following about the records available for selection:

• The Payable/Payment Amount is the amount to be paid to the provider. It is defined when creating the Accommodation Payment Due item.

• Payments cannot be scheduled partially. The full amount of the due item must be scheduled.

Step 3: Review the payment summary

After adding all payment due items for this schedule, set the Schedule Date (defaults to today) and check the records and amounts in the summary panel. These are the payments and amounts that will be included in the schedule.

If required, enter the Provider Invoice Date and Number for each single record directly in the grid, or multiple records by selecting and clicking on the Edit button on the grid. You can also update these fields after the schedule is created.

Once you have confirmed the payment information, click on Create Payment to generate the Scheduled Payment.

After creation, you will be redirected to the Scheduled Payment Details page.