External Payments - Cash, Bank Transfer

There are situations where students may have already paid to study a particular course, but have completed this payment outside the Vasto payment system.

For example: The student(s) may have already paid with cash, or through a bank transfer, outside the Vasto system.

In this scenario, you will need to either;

• receive payment against an outstanding payment request
• create an invoice linked to this booking, and receive payment against the outstanding invoice

Once a payment is received against a due amount, this should automatically update the payment status of the booking to "paid" where there is a single upfront fee, or "on schedule" where a payment schedule exists.

Frequently Asked Questions 

Question: When logging into the student portal a student cannot access their course - activities show as locked, or it is prompting the student that payment is due. How can I fix this? 

This happens where a booking is not yet paid - unpaid students cannot access their course in full. If the student has paid, check that there is an invoice linked to the booking and that the booking is marked as paid. 

Check for an Invoice Linked to the Booking

In order for the payment status on the booking to update, an invoice or payment request must be linked to the booking. If these have been manually generated, it's possible they have not been correctly linked.

1. Locate the paid invoice receipt invoice via Manage > Invoices
2. Check in the top left that it is linked to the correct recipient and timetable item
3. If yes, proceed to "Mark Booking as Paid" below - assuming that the invoice has been paid
   
   
4. If no, edit the invoice
   
   
   
5. Use the lookup tool to locate the recipient if there was none linked to the invoice 
   
   
   
6. If the invoice was not linked to a timetable item, edit the line item 
   
   
   
7. Populate a timetable item ID and the booking ID, then click the save button
   TIP: Booking ID can be located in the booking editor and timetable ID can be located in the master timetable view.
   

Mark Booking as Paid

Now the paid invoice receipt is linked to the booking and the student, if it has not automatically updated the payment status you can do this manually. 

1. Open the Booking Editor
   
   
2. Where the payment status shows as unpaid, this will need to be manually adjusted. Click the edit button
   
   
   
   
3. Use the drop down selector to change the payment status from unpaid to paid.
   Click the save button