Skip to main content

Record Payment

Office walk-in payments: look up the learner, enter amount and method, preview allocation, then post and print the receipt.

Who can use this​

  • FINANCE
  • ADMIN

Path​

/finance/payments/record

Dependencies​

  • Open invoices should already exist from Generate Invoices (unallocated cash is possible but harder to reconcile).
  • Know the learner's name, admission number, or payment code before posting.
  • Amounts are in school currency (demo: USh).

Screenshot​

Record Payment desktop

Record Payment mobile

Steps​

  1. Open Record Payment at /finance/payments/record as FINANCE.
  2. Step 1 of 3 - Lookup student: search by name, admission, or payment code, then Select the correct row. Confirm name and balance before continuing.
  3. Step 2 of 3 - Amount & method: enter amount (partial pays allowed), method (Cash / Card / Mobile / Bank), and optional reference. Review how lines allocate to open invoices.
  4. Step 3 of 3 - Preview & confirm: check Allocated vs Unallocated, then post. Toast returns the receipt number.
  5. Click Print receipt immediately, or open Receipts / View receipts if the printer was busy.
  6. Use Record another for the next walk-in, or View outstanding when chasing balances.

Fields and actions​

  • Lookup (name / admission / payment code)
  • Amount (USh), method, reference
  • Allocation preview (invoice, due, balance)
  • Next / Back / post confirm
  • Print receipt / Record another / View receipts / Receipts / Payments hub / View outstanding

Common mistakes​

  • Posting to the wrong learner after a fuzzy name search (costliest office error)
  • Skipping Print receipt after post
  • Entering zero or blank amount
  • Ignoring unallocated remainder when invoices were never generated
  • Reusing a payment reference that already exists (UI warns)