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Reconcile ClassWallet payments from the vendor report
A screen recording of Pearspark doing exactly this in a sample school, and the same 9 steps written out below in the labels you'll see on screen.
How to reconcile ClassWallet payments from the vendor report
- 1Click Billing under Administration in the sidebar, then the ClassWallet tab — it shows only when your state's ESA program pays through ClassWallet (Arizona, South Carolina, Arkansas), by ACH into your own bank rather than through Stripe
- 2Export the Payment Report as CSV from the ClassWallet vendor portal
- 3Choose the file on the "Upload the ClassWallet Payment Report" card and click Review report — columns it does not recognize are listed as ignored
- 4Read the summary line: rows found, total settled, how many are already recorded, and anything RETURNED in red
- 5Do not record a returned payment — the ACH was reversed after settlement; re-invoice the family instead
- 6For a "Settled, no student matched" row, pick the Student yourself (or fix the student ID on their award under Financial aid)
- 7On a "Settled — ready to record" row check Student, Invoice and Amount, then click Record payment — it stores the ClassWallet transaction ID against the invoice
- 8Re-upload a wider export any time: rows already recorded are recognized by transaction ID and never booked twice
- 9Read the footnote: in Arizona ClassWallet keeps 2.0% of every payment, so bill that as its own line on the invoice; South Carolina and Arkansas show no such fee and should not add a fee line
Part of Financial aid, scholarships & ESA
Set the year's aid budget, take applications in the portal, decide them against a sliding scale, and let every award land on the invoice by itself — plus the ESA and scholarship paperwork states keep asking for.
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