Understanding Payments in Hero

Understanding how payments are stored and processed in Hero will assist you when viewing student statements.

In the Hero Student Billing system, each student has a separate account which collects payments and holds the account balance. All payments received add to that account balance from where they are allocated to outstanding line items. This will usually happen in a single process but may occur later if no outstanding line items exist at the time the payment is made.

Payments received that have not yet been allocated to line items are represented as 'Payment in advance'. This is the student's account balance or the amount that has not yet been allocated.

Payment in advance will show as a single amount when viewing a student's statement. Each student in a family will have a Payment in advance showing.

If we look at Zane's statement, we can see that $320.00 of payments have been received but only $300 has been allocated to line items. The remaining $20 is showing as Payment in advance.

HOW PAYMENTS ARE SHOWN

When viewing payments for a student, the initial payment will be shown first with the associated payment details. Below these you will then see how that payment was allocated.

In this example, you will see that a payment of $30 was received from Annette Armah via the Internet on 8/10/2019. Below the payment line you will see that $20.00 was used to pay for Camp and the remaining $10 was left on the account for later use.

If we now look at Zane's statement again, the Payment in advance is now $30.00

USING PAYMENT IN ADVANCE AT A LATER DATE

When a payment is allocated to a line item at a later date (not at the time of payment), a Transfer record is created. This single transaction shows that funds have been transferred from the account balance i.e. Payment in advance to a line item.

This transaction shows that on 7/10/2019 we transferred $20.00 from Payment in advance to Camp.

This can also happen in reverse if an event is cancelled and a payment has been made. The amount paid can be moved from the line item back to Payment in advance.

TRANSFERRING PAYMENT IN ADVANCE TO A SIBLING

When a student leaves your school and his/her account has a credit balance, this can be moved to a sibling that is still at your school. This is done by transferring the Payment in advance on the leaving student to the sibling.

In this example the account balance for Ayami has been transferred to Natzuki.