Configure fee items and structures, generate invoices, record payments with receipts, and chase outstanding balances.
Who does what
| Role | Responsibility |
|---|
| FINANCE | Owns Fee Setup, generate, Record Payment, Receipts, outstanding, defaulters, reconciliation |
| ADMIN | Same finance screens plus Admin Finance / allowances oversight |
| STUDENT | Views Fees, Invoices, Payments, Balance |
| PARENT | Views parent Fees |
End-to-end
- Fee Setup - Add fee item, Structures tab, assign classes, Save
- Generate Invoices - filter term/class/stream, generate cohort
- Record Payment - search learner, pick invoice lines, Post payment
- Receipts - print/download every time (receipt always)
- Outstanding Balances / Defaulters / Aging to chase
- Student/parent statement screens reflect posted activity
Screens
| Screen | Roles | Id |
|---|
| Finance | ADMIN | adminFinance |
| Allowances | ADMIN | adminAllowances |
| Fees | STUDENT, ADMIN | studentFees |
| Invoices | STUDENT, ADMIN | studentInvoices |
| Payments | STUDENT, ADMIN | studentPayments |
| Balance | STUDENT, ADMIN | studentBalance |
| Fee Setup | FINANCE, ADMIN | financeFees |
| Fee Overrides | FINANCE, ADMIN | financeOverrides |
| Discounts | FINANCE, ADMIN | financeDiscounts |
| Billing & Invoicing | FINANCE, ADMIN | financeBilling |
| Generate Invoices | FINANCE, ADMIN | financeGenerate |
| Payments & Receipts | FINANCE, ADMIN | financePayments |
| Record Payment | FINANCE, ADMIN | financeRecordPayment |
| Receipts | FINANCE, ADMIN | financeReceipts |
| Payment Reversals | FINANCE, ADMIN | financeReversals |
| Student Accounts | FINANCE, ADMIN | financeAccounts |
| Reports & Analytics | FINANCE, ADMIN | financeReports |
| Outstanding Balances | FINANCE, ADMIN | financeOutstanding |
| Defaulters | FINANCE, ADMIN | financeDefaulters |
| Aging Report | FINANCE, ADMIN | financeAging |
| Collections | FINANCE, ADMIN | financeCollections |
| Cashier Reconciliation | FINANCE, ADMIN | financeReconciliation |
| Finance audit | FINANCE, ADMIN | financeAudit |
| Fees | PARENT | parentFees |
Common mistakes
- Generating invoices before fee items/structures exist
- Recording payment to the wrong learner
- Skipping the receipt after Post payment
- Class/term/stream filters hiding the cohort
- Reversing without a documented reason
- Billing Alumni/Departed as if still active