[PCF] How to set up preferred payment modes for students

Here's how to set up and manage preferred payment modes for students in the PCF SMS system:

SETTING UP PAYMENT MODES

Step 1: Navigate to student billing account

Go to Finance module → Billing Account → Student Account tab → Click on student's name

Step 2: Go to Payment Mode Setting

In the student billing account detail, navigate to "Payment Mode Setting" under the Billing Info tab

Step 3: Set Collection Payment Mode

  • 1. Click "Edit Info" button for Collection Payment Mode
  • 2. Select student's available payment options from dropdown list
  • 3. Click "Save" when done

Step 4: Set Refund Payment Mode

Repeat the same process for Refund Payment Mode to specify how refunds should be processed

EDITING PAYMENT MODES

Step 1: Request Edit

In Payment Mode Setting, click "Request Edit" button on the top right section

Step 2: Make changes

In the Edit Collection Payment Mode page, amend required fields and click "Submit Edit Request"

Step 3: Approval process

Admin Manager must approve the request in Action Centre → Your Approval Request → To Review

Available Payment Options

Collection Payment Methods

  • GIRO: Regular bank account deduction
  • GIRO-CDA: Child Development Account deduction
  • NETS-CDA: NETS Child Development Account
  • PayNow: PayNow payments using NRIC or phone number
  • Manual Payment: Cash, cheque, or other manual methods

Refund Payment Methods

  • Bank Transfer: Direct bank account transfer
  • PayNow: PayNow refunds
  • Cheque: Physical cheque issuance
  • Cash: Cash refunds (where applicable)

CRITICAL REQUIREMENTS

GIRO Collection Prerequisites

Even after GIRO account is approved and active, you MUST set up the Payment Mode (GIRO or GIRO-CDA for Collection) before GIRO collections can begin.

Without this setup: Payment collection via GIRO will not proceed even if the GIRO account is active.

Bank Account Dependency

Students must have the corresponding bank account set up and active before selecting it as a payment mode:

  • For GIRO collection → Active GIRO account required
  • For GIRO-CDA collection → Active GIRO-CDA account required
  • For PayNow → PayNow account details required

CANCELING EDIT REQUESTS

Process:

  • 1. Users can cancel a request as long as it hasn't been approved yet
  • 2. Go to Action Centre → Your Request
  • 3. Click on the request item
  • 4. Click "Cancel Request"

BEST PRACTICES

  • Set both collection and refund methods: Ensures smooth payment processing in both directions
  • Choose appropriate CDA options: Use GIRO-CDA or NETS-CDA when parents want to use Child Development Account funds
  • Verify bank account status: Ensure corresponding bank accounts are active before setting as payment mode
  • Keep records updated: Regularly review and update payment modes as family circumstances change
  • Coordinate with parents: Confirm preferred payment methods with parents before setting up

For technical support:
Email: pcf.support@littlelives.com | Phone: +65 8929 6707