Collecting a fee payment

Open Student Accounting → Invoices / Fees Payment, find the student, and open their invoice. You can also search for the student and use the invoice shortcut.

The invoice

The student's invoice has four tabs:

  • Invoice: every fee for the term, with what has been paid and what is left. Each fee line shows unpaid, partly paid or fully paid. Transport and hostel charges appear under their own headings.
  • Removed fees: fees taken off this student's invoice.
  • Payment history: every payment, grouped by transaction.
  • Fee payment: where you take a payment.

Unpaid earlier balances from previous terms are listed at the top, each with its session and term. They can be paid even when nothing is billed this term. Use the term switch to look at another term.

Taking a payment

  1. Open the Fee payment tab.
  2. Choose what the payment is for:
    • All fees, or
    • Selected fees: tick particular fees, from this term or any earlier term.
  3. Enter the amount. It can be the full amount or a part payment.
  4. For a part payment covering several fees, choose how it is shared out:
    • Proportional: shared across the fees in proportion to what each owes;
    • Sequential: pays the fees in order, one after another;
    • Outstanding first: pays earlier balances first (only offered when there are earlier balances).
  5. Choose the payment method, the account the money went into, and add remarks.
  6. If the payment came by bank transfer with a bank charge, choose the charge (₦10.75, ₦26.88, ₦53.75 or a custom amount). The charge comes off the school's account, not the student's fees.
  7. Save.

If you turned on transaction preview in your preferences, you see a summary to check before saving. If you turned on print after payment, the receipt opens straight away.

After the payment

  • The invoice updates to show what is paid and what remains.
  • The payment is recorded in school accounting automatically. See Inflow.

Paying from the family wallet

If the family has money in their family wallet, choose family wallet as the payment method.

Common issues

I took a payment against the wrong student. Reverse it and take it again. See Reversing a payment.

An earlier balance is missing. Use the term switch to check the term it belongs to. Balances carried forward at promotion appear at the top of the invoice.