This feature allows you to upload your bank statements into your SchoolMate account and allocate students’ payments to their SchoolMate account and issue and invoices automatically.
When checking a bank account number in the transfer, the system looks at the students’ card to find a match. The students’ bank account numbers are here on their card: 
There are no bank account numbers held on parents’ cards, but you can place their numbers on the student card.
Uploading Bank Statements and Settings:
- Go to Finance Module.
- Click “Transfer Import”.
- Click “Import Transfers”.
The following page will open:
Basic Information:
- When you click “Upload File” your computer files will open and you can select the bank statement file to upload.
- Theses are the files types that can be uploaded.
- If, for some reason, you bank’s file does not upload, your can download a default file from the system, transfer your data to it, Then save and reupload.
- The contains two bank account numbers which it can match payments with. Select “From account” as this is the account the money was sent to you from.
:
In this section we tell the system what to do with the payment when it is added to the student’s payment card.
- Automatically create transactions.
- As most payments will be for courses chose this as the default.
- If you want to create invoices automatically for the payments that are added to the student’s card, tick this. If you want the invoices to be sent automatically to the student, tick this box in Finance – Settings – Additional Options:
Students will also need to have consent given to receiving emails on their cards:
. 4. Select the type of invoice and the numbering system that you would like to be created.
After you upload your file, you will get a report about the status of the transfers. If there are any errors, hover over the “i” button for an explanation. Fix any errors on the file and reupload.
When all the transfers are correct, click “Save”.
Results of Importing Transfers:
When you upload your file there are 3 possible statuses for the transfers: “Not Matched”, “Solve Manually” and “Auto”. These are used depending on whether the amount and bank account numbers match what is in the student’s information.
The results of the upload will appear on the right-hand side:
Now we will look at how to deal with these different statuses.
Solve Manually:
This typically happens because, even thought the bank account is linked to a student, there might be a mixture of items that the transfer could be for.
- Click on “Cover Transaction” and see if there are any charges for books, fees etc., on the students card. Click the transaction listed if some or all of the payment is for this.
. 2. You may need to add a transaction if none exists or there is still part of the transfer to allocate. Once you have done that you can create invoices if required.
Not Matched:
In these cases the system has not found a student that matches the transfer details. In most cases it is because the bank account number is not on, or does not match, that on the student card.
If you click on “Assign account”, you can then chose a student to link to the payment. Once you have done that you can cover or add transactions as mentioned in Solve Manually above. You should also add the bank account number to the student’s card to make future payments easier.
Auto:
This is when the bank account matches and the system is able to clearly link the payment to the student’s payment card. Invoices will be created and sent automatically and marked as paid, depending on your settings – see “Import bank transfers – Settings” above.
