When an acceptance is approved for a department whose capacity plan requires an enrolment deposit (入学金・予約金), a deposit record is created as Unpaid (未入金). The amount and payment deadline come from the capacity plan (From prospect follow-up to student registration).
Finance and administrators record changes. Finance uses the Deposits (入学金) tab on the Decisions and deposits (判定承認・入学金) screen; administrators use the Deposits tab in Admissions (入学管理). Admissions staff and executives can only view the list.
Record a payment
In the list, press Record payment (入金を記録) for the prospect.
In Payment date (入金日), enter the date the payment was confirmed. Dates after today cannot be entered.
If needed, enter a transfer statement number or similar in Reference (照合番号).
Press Mark as paid (入金済みにする).
Record a waiver, cancellation or refund
Waive (免除): use this when no payment is required, for example for a scholarship student. Only unpaid records can be waived.
Cancel (取消): use this when the charge itself is withdrawn, for example when the applicant declines. Only unpaid records can be cancelled.
Refund (返金): use this when a paid deposit has been refunded. Make the refund itself separately.
Each requires a reason, which is kept in the audit log.
A waived, cancelled or refunded record cannot be changed back to Unpaid or Paid. Check the prospect and the amount before you confirm. If someone else updated the same record first, a message tells you so; check the list again.
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