💰 Module Overview
In this tutorial, we'll learn how to record incoming payments from students and parents, update balances automatically, and generate official receipts.
The Fee Payments module is the cashier's interface for recording all financial transactions. It ensures real-time updates to student fee balances, provides proof of payment, and maintains a complete audit trail.
🧭 How to Access
Navigate to: Finance → Fee Payments
📋 Payments List Overview
The main page shows all recorded transactions. Key columns include:
| Column | Description |
|---|---|
| Receipt Number | Unique identifier for the transaction. |
| Payment Date | Date the payment was recorded. |
| Student Name | Payer identification. |
| Amount Paid | Value received. |
| Payment Method | Cash, Bank Transfer, etc. |
| Received By | Staff member who recorded it. |
| Actions | View Receipt, Print, Cancel. |
✍️ Recording a New Payment
Click Collect Fee or New Payment.
Search and Select the Student.
The system displays the student's Outstanding Fee(s).
Select the specific fee(s) this payment applies to.
Enter the Payment Amount.
Set the Payment Date (defaults to current date).
Choose the Payment Method.
Enter a Reference Number if applicable (Cheque #, Transaction ID).
Add optional Remarks.
Click Record Payment.
Immediate Result: The student's balance updates, and a receipt is generated.
💳 Supported Payment Methods
The system typically supports:
Cash
Cheque
Bank Transfer
Credit/Debit Card
Online Payment Gateway
Mobile Money
🔢 Handling Partial Payments
The system fully supports installment payments:
Enter an amount less than the total due.
The payment is applied to the selected fee(s).
The remaining balance stays on the student's account.
The receipt will clearly show the new outstanding balance.
🧾 Generating & Managing Receipts
Auto-Generation: A unique receipt number is created for every payment.
Contents: Details include student info, paid amount, payment method, date, and remaining balance.
Actions: Receipts can be printed immediately, emailed to parents, or downloaded as PDF.
↩️ Cancelling (Voiding) a Payment
To correct an erroneous entry:
Find the payment in the list.
Click Cancel or Void.
Enter a reason for cancellation (required for audit).
Confirm.
Result: The payment is voided, the student's balance is restored, but a record of the cancelled transaction is kept in the audit log.
📊 Daily Collection Report
Accessible from the module, this report provides vital reconciliation data:
Total Collected per day or date range.
Breakdown by Payment Method (Cash, Transfer, etc.).
Summary by Staff Member (who collected what).
Export/Print for accounting purposes.
✅ Best Practices
Record Immediately: Log payments as soon as they are received to maintain real-time accuracy.
Always Issue Receipts: Provide a receipt for every transaction, digital or printed.
Daily Reconciliation: Use the Daily Collection Report to balance the cash drawer and match bank deposits.
Manage Exceptions: Promptly follow up on bounced cheques or failed transfers.
Regular Audits: Reconcile system records with bank statements weekly/monthly.
🏁 Conclusion
The Fee Payments module ensures secure, transparent, and efficient handling of all school revenue, providing strong financial control and clear documentation for every transaction.
Next, we will explore the Expenses suite.
