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Fee billing cycle

End-to-end office billing: catalogue items → class structures → generate invoices → record payment with receipt → chase outstanding balances. Amounts use school currency (demo: USh).

Steps​

  1. Fee setup (Items) - Fee Setup
    • On Items (Step 1 of 2), click Add item. Set Name, Amount (USh), Category, Recurring, and Active.
    • Tip: Recurring marks tuition-style charges; it does not auto-invoice without Structures + Generate.

Fee Setup desktop

Fee Setup mobile

  1. Fee setup (Structures) - same screen, Structures tab

    • Step 2 of 2: Add structure, bind each item to a class (optional term), save.
    • Tip: Structures stay blocked until at least one Item exists. Wrong class on a structure silently under-bills a stream.

  2. Generate invoices - Generate Invoices

    • Step through Scope → Next - preview → Confirm. Watch Eligible vs Already billed / Skipped.
    • Tip: empty preview usually means inactive structure, wrong class filter, or learners not active.

Generate Invoices desktop

Generate Invoices mobile

  1. Record payment - Record Payment
    • Lookup by name / admission / payment code → amount & method → preview allocation → post.
    • Tip: wrong-learner posts are the costliest mistake. Partial pays leave remaining balance on Outstanding.

Record Payment desktop

Record Payment mobile

  1. Receipt always - Receipts
    • Print from the post success path or reprint by serial later.
    • Tip: parents and auditors expect a receipt for cash, MoMo, card, and bank alike.

Receipts desktop

Receipts mobile

  1. Outstanding - Outstanding Balances
    • Filter the chase list; use Defaulters when you need past-due only.
    • Tip: empty outstanding after a big generate often means filters hide the term, not that everyone paid.

Outstanding Balances desktop

Outstanding Balances mobile

Role handoff​

Finance (and Admin) own setup, generate, post, and chase. Students/Parents only see Fees, Invoices, Payments, and Balance statements.

Common mistakes​

  • Generating invoices before Items and Structures exist
  • Treating Recurring as automatic billing
  • Recording payment to the wrong learner
  • Skipping the receipt after post
  • Filters hiding the cohort you meant to bill
  • Reversing without a documented reason