Monitor transactions
Track the payments coming into your campus and their status.
As the bursar, you want to keep an eye on the money families are paying — which payments came through, which are still in progress, and which didn't go through. The Transactions page is your live ledger of every payment started through your campus. This guide shows you how to read it, filter it, and find a single payment fast.
Before you start
You need Bursary access. If you don't see "Bursary" in the left sidebar, ask a school admin to grant it. Transactions only appear once families start paying — so you'll usually have a payment item and a connected gateway in place first.
Step 1: Open Transactions
In the left sidebar, open the Bursary section and click Transactions. The page header reads Transactions, and below it you'll see a table of every payment initiated through this campus, with its status and receipt.
Step 2: Read the table
Each row is one payment. The columns tell you:
- Reference — the unique code for that payment. Click it to open the full details.
- Payer — the name of the person who paid. Shows Unknown if the name isn't on record.
- Amount — how much was paid.
- Reason — what the payment was for, e.g. Tuition fees or School uniform.
- Provider — the gateway the money went through.
- Status — whether the payment went through (see Step 4).
- Receipt — the receipt number, once one is issued. A dash means there isn't one yet.
- Date — when the payment was started.
Tip
Click any Reference to open a side panel with that payment's full details — handy when a family asks you to confirm a specific payment.
Step 3: Search for a payment
Use the Search by reference or payer box at the top to jump straight to a payment. Type a reference code or the payer's name and the table narrows as you type — no need to scroll.
Step 4: Filter by status
To the right of the search box is the status dropdown (it shows All statuses by default). Pick one to see only those payments:
- Pending — started but not yet finished. The family is mid-payment, or the bank hasn't confirmed yet. These often resolve on their own.
- Success — the payment went through. The money is in and a receipt is issued.
- Failed — the payment didn't go through. The family will need to try again.
- Cancelled — the family backed out before finishing.
- Refunded / Refund pending — money sent back, or a refund in progress.
Pending isn't failed
A Pending payment hasn't failed — it's still settling. Give it a little time and refresh before asking a family to pay again, so you don't double-charge them.
Step 5: Narrow by date
Use the Filter by date range picker on the far right to limit the table to a chosen period — useful when you're reconciling a single week or term. When you've finished filtering, click Clear to reset the search, status, and dates all at once.
What happens next
- The table always reflects live activity — as families pay, new rows appear with their status.
- A Success row means the fee is settled; the matching payment item or charge is marked paid.
- You can confirm any single payment by opening its Reference, which is the proof to share when a family queries a fee.