Schedule Payments enable colleges to manage payments to external providers for services arranged for the students. This feature ensures accurate record-keeping and timely payments to agents, accommodation providers, accommodation arrangement providers, insurance companies, and airport transfer providers.
The term Schedule Payments refers to the overall functionality for creating, reviewing, and managing payment schedules for external providers.
In this documentation, Scheduled Payments refers to the individual payment entries that have already been scheduled. These scheduled entries represent payments made by the college to external providers, not payments received from students.
About Schedule Payments
Scheduled Payments help colleges organise and manage payments to external providers for student-related services.. These services include recruitment (agent commission), accommodation, accommodation arrangement, health insurance, and airport transfer.
Schedule Payments helps colleges to:
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Ensure that external providers are paid accurately and on time.
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Reduce manual tracking and reminders for upcoming payments.
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Prevent duplicate payments.
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Improve visibility over outstanding and completed payments to external providers.
Colleges manage payments to external providers in different ways. Some prefer a proactive approach and schedule payments once enrolments have started. Others wait until they receive an invoice from the provider. There is no single recommended method. The best approach depends on your internal policies and workflows.
Whichever method your college follows, eBECAS/EDMISS provides the tools to support it.
Schedule Payments and Scheduled Payment Items
Schedule Payments are organised in two levels:
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Scheduled Payment: Represents a group of payment items created together as part of a payment schedule. Items within the same schedule can be linked to different providers, but the schedule can only be of one payment type (for example, Agent Commission).
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Scheduled Payment Items: Represent the individual payment entries within a Scheduled Payment. Each item relates to a specific payment and can be linked to a provider, depending on the schedule type.
Each Scheduled Payment can contain multiple Scheduled Payment Items, depending on how the payments are structured.
Payment Types
You can schedule payments for the following provider types:
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Agent Commission: Payments to agents for recruitment or sales services.
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Insurance: Payments to insurance providers.
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Accommodation: Payments to accommodation providers, such as homestays.
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Accommodation Arrangement: Payments to providers that organise accommodation.
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Airport Transfers: Payments to airport transfer service providers.
Topics
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Detailed Scheduled Payments Search The Detailed Scheduled Payment Search allows users to view individual scheduled payment items across all schedule types in a single search page, making it easier to review and manage scheduled payments.
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Scheduled Payment Details The Scheduled Payment Details page in eBECAS/EDMISS NextGen provides a central place to view and manage all information related to a single scheduled payment.
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Create Schedule Payments (Agent Commission) Scheduling payments for agents is the method used to pay commission for their recruitment services. This helps ensure payments are accurate and made on time.
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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.
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Create Schedule Payments (Accommodation Arrangement) Scheduling payments for accommodation arrangement providers is the method used to process provider payments for accommodation arrangement fees.
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Create Schedule Payments (Insurance) Scheduling payments for insurance providers is the method used to process provider payments for student insurance. This helps ensure payments are accurate and made on time.
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Create Schedule Payments (Airport Transfer) Scheduling payments for airport transfer service providers is the method used to process provider payments for student airport transfer. This helps ensure payments are accurate and made on time.
The Scheduled Payments Search enables users to efficiently locate scheduled payments using various search options.
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.