Enrollment, Renew, Course Expansion and Course Transfer can create related Invoices.
An Invoice records the amount due, payments, outstanding balance, payment method and related Course details.
View an Invoice
School staff primarily manage Invoices in Artstep Web / Artstep Pro. Students and families can view their own Invoice / Receipt information in Artstep Student.
Open the Invoice / Order list or the Student's Course details to review information such as:
- Invoice Number;
- Invoice Type;
- Course / Fee Plan;
- Paid Hours or Course Duration;
- Complimentary Hours;
- Course Fee;
- Discount;
- Payable Amount;
- Paid Amount;
- Outstanding Amount;
- Payment Method;
- Payment Time;
- Operator;
- Notes.
Common Invoice states include:
- Pending Payment;
- Completed / Paid;
- Pending Settlement;
- Refunded;
- Voided;
- Closed.
Record a Payment
When the school receives payment, record it in the Invoice.
Complete the current page fields such as:
- Payment Amount;
- Payment Time;
- Payment Method;
- Operator;
- Notes, if needed;
- confirm.
Payment Time matters. The current system uses the Payment Date in related financial income statistics, and changing it later also updates the related income/expense statistics. Record the actual payment date.
Partial payments and Outstanding Balance
If the amount received is lower than the Payable Amount, the Invoice keeps an Outstanding Balance.
When the remaining amount is received, use Record Payment to add another payment with:
- Outstanding Payable Amount;
- Additional Payment Amount;
- Payment Time;
- Payment Method;
- Operator.
The Outstanding Balance decreases as additional payments are recorded.
View a Receipt
Artstep Student currently provides:
Invoices;Receipt.
Students/families can review Course purchase records, paid amount, payment date and an available Receipt.
The Receipt information available to the family depends on the current Student Invoice / Payment records and the school's current configuration.
Do not confuse Invoice actions with Course lifecycle actions
These actions have different meanings:
Close Invoice— closes the Invoice;Void— voids the Invoice;Withdraw Course— withdraws the Student from a Course;Transfer Out— transfers Course rights to another Course;Close Course— ends the Student's Course and processes remaining Course rights.
Do not close or void an Invoice simply to end a Student's Course.
About Payment Methods
Available Payment Methods can vary by school.
Use the Payment Methods that are actually shown and enabled on your current page.
If a Payment Method is not available in your account, do not follow an old screenshot or another school's payment flow.