Enrollment, sales, and finance
How do you track overdue payments in Course?
The Payments Due screen in Course shows open installments. You can use their status, due dates, and delay information to review amounts that have not yet been collected. For a partially paid installment past its due date, the amount to follow up is the balance remaining after previous collections.
Tracking an overdue payment starts with checking the receivable, then recording any contact and verifying the amount actually collected. A statement during a conversation that a payment will be made does not create a collection record.
On this page
Follow an overdue installment from its record
Filter for overdue payments.
On the Payments Due screen, select the overdue status for unpaid installments. Also use the receivables aging filter to find past-due installments with partial collections: they retain a partial status. Check the student, sale, institution, due date, and remaining amount, keeping future-due payments separate.
Read the collection history.
Open the relevant installment from the sale's payment view. Review the dates and amounts of any partial collections, and confirm the balance is current before making contact.
Record the conversation that took place.
Open the contact details from the student or linked inquiry record. Note the outcome and the information actually given. If further action is needed, create a dated task on the linked inquiry.
Record a collection when payment is received.
Post the amount actually received against the correct installment, using the correct payment method and cash account. Then recheck the outstanding balance and overdue list.
Distinguish contact outcomes from financial outcomes
Completing a task or marking a payment issue as resolved does not mean money has been collected against the installment. Check the collection record to confirm that the debt has decreased.
| Record | What it shows |
|---|---|
| Contact note | The information actually learned during a conversation. |
| Follow-up task | The next action needed, such as making contact again or checking a result. |
| Payment issue | The issue type, amount, and open or resolved status. |
| Collection | The amount received against an installment and the cash account where it was recorded. |
What is the Payment Issues screen for?
In Course, you can create and edit a payment issue, then mark it as resolved. The record tracks the issue type, payment method, date, amount, and note. Unlike the overdue installment list, this area describes the issue and its handling status.
Choose an issue type that matches what actually happened. Correct inaccurate or incomplete details, and mark the issue resolved only when its outcome warrants it. Do not treat the screen's reminder label as proof that a message was delivered; this page does not promise automatic payment reminders.
A follow-up note does not change the payment plan
Recording a promise to pay on a certain date does not automatically change the installment's due date. The due date, balance, and collections remain in their financial records. Read a scheduled follow-up call date separately from the contractual payment date.
Sales have approval and collection safeguards. Course prevents repricing a sale once a collection has been recorded. If a conversation reveals that another action is needed, review the available workflow for that record. Do not record a payment that has not been received simply to change the displayed debt.
Frequently asked questions
How much is overdue on a partially paid installment?
Only the unpaid portion remains to be followed up. Check the payment history before counting the full original installment amount as outstanding again.
Does a promise to pay settle an installment?
No. A contact note or follow-up task is not a collection record. An installment is settled only through the collections recorded against it.
Does marking a payment issue as resolved reduce the amount owed?
No. Issue status and installment collection are separate actions. Verify the outstanding balance from the payment records.
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