Overview
Change the educational program status when the first transaction is issued to the following status/Change_Status_On_First_Payment is a setting located in Financial Settings > General Settings > Transaction Settings, under the Advance Payment / PrePayments sub-group.
What This Setting Does
This setting lets the institution choose a status that will automatically be applied to a _Student_’s [Learner’s] connected educational programs as soon as the first payment Transaction for their arrangement is issued. This automates the process of marking a _Student_’s enrollment or program as confirmed once payment activity begins.
Where It Is Used
This setting affects the New Transaction form. It takes effect the moment the first payment-related Transaction is issued for an arrangement, at which point the system updates the status of the connected educational programs to the selected value.
- Main Menu > Financial > Transactions (New Transaction form)
Business Logic / Behavior
- If a status is selected, then when the first payment Transaction is issued, all educational programs connected to the arrangements being paid are changed to that selected status.
- This behavior only applies to Transactions of type payment receipt, or Invoice and payment.
- If no status is selected, no automatic status change occurs.
- This setting is a dropdown (single-select) of available statuses, not a simple on/off toggle.
Example(s)
AnΒ Institute of Technology sets this setting to the status “Confirmed Enrollment”. A newly registered _Student_’s [Learner’s] educational program status is “Pending” while their arrangement carries a first installment of $500 due on September 1. On September 1, a Finance Officer issues the first payment receipt for that $500 installment. Because a status is selected in this setting, the _Student_’s connected educational program automatically changes from “Pending” to “Confirmed Enrollment” the moment that $500 receipt is issued, without any manual status update needed.
When to Use
Use this setting when the institution wants a _Student_’s educational program status to automatically reflect that they have begun making payments, without requiring administrative staff to manually update the status after every first payment. This is especially useful for institutions that treat the first payment as confirmation of enrollment or commitment to a program. Leave no status selected if the institution prefers to manage program status changes manually or through a different workflow.
Notes
Prerequisites: The relevant program statuses must be configured in the system, and arrangements must be linked to educational programs for this setting to apply.
- Correlation of advance payments when issuing documents/Correlation_Of_Advance_Payments_When_Issuing_Documents (Financial Settings > General Settings > Transaction Settings > Advance Payment / PrePayments)
- Enable the use of proposals based on arrangement payers and for the selected operational processes/Enable_the_use_of_proposals_based_on_arrangement_payers_and_for_the_selected_operational_processes (Financial Settings > General Settings > Transaction Settings > New Transaction Form Setting)
- Related configuration: _Student_ Status (Main Settings > Parametric Lists > Student Status) – this is where the individual _Student_ status entries offered by this setting’s dropdown are created and managed.
This setting behaves the same regardless of whether Higher Education Mode (Enable Configuration for Higher Education/Xrisi_parametropoihshs_kolegiou) is enabled or disabled.
