Introduction

If your institute collects offline payments and you want to record these payments, you can use this feature. We understand that in some cases, marking offline payments becomes necessary - so we’ve ensured you have a way to handle it, helping you keep financial operations seamless and data in sync.

Now we will help you guide step by step how to record an offline payment.

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You can either mark offline payment through the following ways:

• Single Payment: Through this you can mark the payment of one applicant at a time
• Bulk Payment: Through this you can mark offline the payment of multiple applicants in a single go by uploading a data file. This feature specially helps when you are getting started on the platform mid-session and you need to mark previously collected payments efficiently.

When you click on the “+ Mark Offline Payment” button, a dialog box will appear prompting you to choose between two options: Single Payment and Bulk Payment.

Note: The Bulk Offline Upload is an add-on feature in Collexo. If your institute has subscribed to this feature and your user has the necessary permissions, you will be prompted to choose between Single Payment and Bulk Payment options when marking an offline transaction. Otherwise, you will be directed straight to the Single Payment flow by default.

First, we’ll walk you through marking offline a Single Payment, followed by recording Bulk Payments option.

Single Payment

After selecting the “Single Payment” option, a pop-up window will appear. Enter the application number of the applicant and click the “Get Details” button to fetch the applicant’s data and then Click on Get Fees Button

Note: The “Get Details” button will only appear if the following configuration is enabled: Account Config > Fee Config > “Anyone without upload”

If the “Get Details” button is not visible, manually fill in the applicant's details and then click the “Get Fees” button.

Clicking the “Get Fees” button will display all fees applicable for the applicant, including the Total Amount, Remaining Amount, and Due Date (if applicable).

Click the Pay Now button next to the applicable fee to record the payment along with payment mode by which you have collected. You will then be prompted to enter the following payment details to complete the process:

• Paying Amount: This is the final amount that will be recorded for this payment. It is also displayed in the bottom-left corner of the popup.
• Late Fee Applicable Till: By default, the current date is selected. You can change this date and click on “Get Updated Fees” to recalculate the late fee accordingly. This helps ensure that even if you're marking the offline payment at a later time, the correct late fee is applied based on the selected date.
• Late Fee: This is the late fee amount applicable for the fee on the applicable date
• Apply Discount: Enable this toggle if you want to record a discount that you provided to the applicant whilst collecting offline payment. Once enabled, you will be prompted to enter the following details:
  • Discount Amount: Enter the discount amount to be applied.
  • Discount Notes: Add any relevant notes or reasons for the discount.
• Payment Mode: Select the mode through which the applicant made the payment. Below are the details required for each mode: 
  
  • For Cash:
    • Receipt Number: Enter the receipt number of the cash receipt/ challan issued.
    • Receipt Date: Enter the date on which the receipt was issued.
  • For DD:
    • DD Number: Enter the DD number
    • DD Date: Enter the DD date
    • Bank Name: From the dropdown select the bank name
    • Bank Branch: Enter the name of bank branch
  • For Bank transfer:
    • UTR No.: Enter the Unique Transaction Reference (UTR) for the transfer. NEFT/UPI/ other transfer
    • Transfer Date:  Enter the date on which the bank transfer was made.
  • For POS:
    • Transaction Id: Enter transaction Id of the transaction
    • Transaction Date: Select the date of transaction
    • Approval Code: This is a  unique code generated on a POS device. You can enter the code here.
    • MID (Merchant ID): From POS slip.
    • Invoice No: From POS slip.
    • Payment Instrument: From POS slip
    • Bank Name: From POS slip

      You can also record additional data using the following fields:

• Remarks/Notes: Any additional information or comments related to the transaction such as payment purpose, corrections, or clarifications can be entered here.
• Upload your payment proof: You can upload files in JPG, JPEG, PNG, or PDF format, with a maximum size of 2 MB.

If partial payment option is enabled for the fees, then the following additional options are also shown:

• Fee Amount: This is the total fee amount.
• Due Amount: This is the outstanding amount, yet to be paid by the applicant. This does not include late fees and late fee surcharges.
• Minimum Amount: This is the minimum partial payment amount that was configured in Fee Connect.
• Remaining Transactions: Indicates the number of partial payments still remaining out of the max number of partial payments configured in Fee Connect.

After entering the above required details, click on Submit to successfully record the offline payment. You can also click on “Submit and New” to record another offline payment for the same applicant. The recorded details will be visible on the Track Payments page along with other transactions.

This was the process to mark offline a single payment, now we will go through how you can mark multiple offline payments using Bulk Payment.

Bulk Payment

After clicking “+ Mark Offline Payment” and selecting the Bulk Payment option, a dialog box will appear where you need to complete two steps to finish the process.

• Step 1: Import Bulk Payment: Upload your data file in this step. You can also download the sample.csv file to understand the required file format and use it to upload payments by entering data in it. Hover over the question mark icon to view the pre-import checklist. Additionally, choose from the dropdown whether you want to add new records or update existing offline payments. Ensure that the user has the necessary permissions to add or edit the offline transactions.

  Please note that certain fields are mandatory irrespective of the payment mode chosen, these fields are mentioned below:

  • Application No.
  • Order Id (for updating existing records)
  • Mobile No.
  • Email
  • Fee Id
  • Fee Amount
  • Workflow Condition ID
  • Late fee Applicable till
  • Late Fee
  • Paid Amount
  • Payment Start Date
  • Payment End Date

  The mandatory fields for each mode are mentioned below:

  • Cash: Receipt Number, Receipt Date
  • Demand Draft (DD): DD Number, DD Date, Bank Name, Bank Branch
  • Bank Transfer: UTR Number, Transfer Date
  • POS: The fields that are applicable for POS are Transaction ID, Transaction Date, Approval Code, MID (Merchant ID), Invoice No., Payment Instrument, and Bank Name.
• Step 2: Map Imported Columns: In this step, you’ll see how the columns from your uploaded file are matched to the payment fields, with each column name and its first value shown next to its mapped field. If you use the sample.csv file, most fields will be auto-mapped. A green checkmark indicates a successful match, and you can view the required fields by clicking the "here" link in the tooltip. 

After completing the above steps, click the Submit button. Your transactions will be uploaded and will appear in the track payment page. Also, you’ll be redirected to the Upload Logs page where your uploaded file will be listed under the Transaction category, along with a summary showing the total records processed, how many were successfully uploaded, and how many failed. 

Communications

Communication for a single offline payment is triggered based on the configured settings, and a notification will be sent to the applicant when the payment is recorded offline. This functionality is not available when recording offline payments through the Bulk Payment option. For a better understanding of Communications settings, you can refer to this article.

Conclusion

This feature helps you record necessary offline transactions accurately, maintain transparency, and keep payment data in sync.