Billing and Payments Dashboard

The Billing and Payments Dashboard page is the home screen for a Student Financial Software (SFS) Admin. You can use this screen to view overall information for your institution.

Activity Overview

The activity overview boxes display at the top of the Billing and Payments Dashboard page.

You can adjust the date range used for the metrics using the Date Range drop-down and if you have cohorts configured for your institution, use the Cohort drop-down to view information for each cohort.

If you have the Analytics Dashboard, you will see links from the activity overview boxes to the dashboards for each metric.

The activity overview boxes display the following information:

  • User Activity - Displays the number of students and Authorized Users who have logged in to the SFS during the selected date range.

    Click the User Activity link to open the User Activity tab of the Analytics Dashboard page.

  • Plan Enrollments - Displays the number of active or completed enrollments in payment plans during the selected date range.

    Click the Plan Enrollments link to open the Payment Plans tab of the Analytics Dashboard page.

  • Payments - The total amount of domestic and international payments that have been processed through the SFS during the selected date range.

    Click the Payments link to open the Payments tab of the Analytics Dashboard page.

  • Intl. (International) Payments - The total amount that has been paid as an international (intl) payment.

    Click the Intl. Payments link to open the International tab of the Analytics Dashboard page.

  • eRefunds - The total amount that has been paid using the eRefunds feature. This box displays if you have the eRefunds feature enabled.

    Click the eRefunds link to open the eRefunds tab of the Analytics Dashboard page.

A cohort is an SFS feature that allows you to create sub-groups in an institution. These sub-groups can have different academic term dates, payment plan configurations, and due dates.

For example, if your institution has an undergraduate school and a graduate (postgraduate) school, you can create separate cohorts for each school. This allows you to configure undergraduate and graduate students with different payment plans and due dates.

Payment plans allow payers to defer payment of a balance over a number of installments.

Term Calendar

The term calendar displays key dates for your terms in chronological order. The calendar overview shows the dates for current, future, and past terms up to 15 months in the past. Each term is displayed in its own term box and can be filtered by date range and the type of payment plan configured for that term.

For each term box you can click the following links:

  • Click the Academic Term Setup link to open the view only Academic Term Configuration page for the selected term

  • Click the Payment Plan Configuration link to open the view only Plan Configurations page for the selected term.

  • Click the Offer Comm Config link to open the view only Payment Plan Offer Communications Configurations page for the selected term.

If a term has not been setup, you will see the term box and an alert with a link to the Term Setup Wizard.

A term is considered Current when the following criteria is met:

  • The term is set as Active on the Academic Term Configuration page.

  • The term end date is in the future.

  • If there are multiple upcoming terms, it is the term with the soonest end date.

A term is considered Upcoming when the following criteria is met:

  • The term is set as Active on the Academic Term Configuration page.

  • The end date is in the future.

  • There is another upcoming term with an end date in the future that ends sooner than this term.

A term is considered Past when the term end date is in the past.

Payer Search

The Payer Search box can be used to find a student in your institution. On this screen, you can search by account ID (also known as student ID) or email address.

If you need a more comprehensive search, you can click the Payer Search link to use the Payer Search page or the Transaction Search link to use the Transaction Search page.

  1. Click Payer Search in the SFS title bar.

  2. Enter information in at least one field to search for a payer.

  3. Click Search.

    Search results are limited to 200 payers.

  4. Select the payer from the list of results.

Search criteria

You can search for payers using the following criteria.

Account ID

The Account ID is an identification code you use for the payer in your student information system (SIS).

First Name

The payer's first name.

Last Name

The payer's last name.

Payer Email Address

The payer's email address.
Payment Plan Status

The status of the payment plan.

The status of any payment plan will be one of the following:

Active

The payer has provided payment (credit card or bank account) information, accepted the terms, and has not defaulted.

Cancelled

Your institution has rescinded the payment plan and the remaining account balance is due in full.

Completed

The payer has paid the balance in full outside of the payment plan system. Completed plans cannot be re-activated.

Defaulted

The payer has missed a number (established by your institution at implementation) of installment payments.

Offered

The payer has not yet entered payment information (credit card or bank account) and accepted payment plan terms.
Paid in Full The payer has paid the entire balance.

You can search and filter transactions using the Transaction Search page. You can search for a transaction using all or part the payer's information such as name or email address or you can use transaction information such as transaction ID, date, amount, or payment method. The more information you enter, the more you limit your search results.

Transactions are attempted or successful payments, refunds, and fees on a payer's account. Transactions will include details about the payment, such as the transaction type (ACH or credit card), transaction date, and payment method.

  1. Select the Actions menu and click Transaction Search.

  2. Enter information in at least one field to search for a transaction.

  3. Click Submit.

Search criteria

You can search for transactions using the following criteria.

First Name

The payer's first name.

Last Name

The payer's last name.
Account ID

The Account ID is an identification code you use for the payer in your student information system (SIS).

Transaction ID The ID of the transaction in the SFS.
Flywire Transaction ID The transaction ID in the SFS.
Payment Plan ID The ID of the payment plan.

Email

The payer's email address.
Transaction Date A specific date the transaction occurred on.
Transaction Amount A specific amount for the transaction.
Transaction Amount Min A minimum and maximum amount for the transaction search.
Transaction Amount Max
From Date A start date and end date for the transaction search.
To Date
Payment Method

The payment method the payer used for the transaction.

Payment Plan by Term

The Payment Plan by Term box displays a quick summary of all the plans within the same term. It displays a breakdown of the payment plans by status and a sum total amount. You can view a summary of any of the terms available in the term calendar.

You can click the following links:

  • Click the total count of plans to open the Payment Plan Summary Results page for the selected term.

  • Click the View Plan Details to see the payment plan metrics split up by each installment option you offer.

Recent History

The Recent History box displays a list of your actions in the SFS. The list includes actions you have taken, but no student or Authorized User actions are included.