Finance
Everything you need to know about fee management, expense management, invoicing, and basic accounting operations.
Fee
How to create bill items
Follow the steps below to create bill items:
- Step 1: Log into the school portal
- Step 2: Navigate to Finance on the main menu
- Step 3: Click Fees on the sub-menu, and then click Bill Items Archive
- Step 4: In the top right corner, click ADD BILL ITEM, and fill in all fields
- Step 5: Click Save
Note
While filling all required fields, take note of the following fields.
- Title: This takes the specific name of the item on the bill, such as Tuition, Stationery, Transportation, uniform, Medical, Excursion, P. T. A., etc
- Tag: Each item must either be tagged as Constant or Varies. An item that has a fixed amount for all classes should be tagged as Constant (e.g. Medical), and if it is not the case, the item should then be tagged Varies (e.g. Transportation based on different routes).
- Status: Every bill item should be given a status, either Compulsory or Optional.
You can Edit to make any adjustments where necessary.
How to create a bill
Follow the steps below to create a bill:
- Step 1: Log into the school portal
- Step 2: Navigate to Finance on the main menu, Click Fees and then click Bill
- Step 3: Choose a class and then click MANAGE BILL
- Step 4: Select the academic session and term for which you want to create a bill
- Step 5: If you have a bill template used in a previous term or session and wish to use it again in the current term, click COPY EXISTING BILL. Then choose the session and term from which you want to copy a bill and then click PROCEED
- Step 6: Assign monetary values to all the items on your bill. If you want to replicate the same bill for all the classes, then click Yes at the lower part of the page. Click the empty field to see a list of classes and choose all or just the classes you want the same bill for
- Step 7: Click Save
Tip
If you are creating a bill for the first time or wish to create a new one:
- Click the CREATE BILL button in the top right corner of the page. This would pop up a modal containing the bill items
- Choose the items you want to make up your bill
- Then click Save
Note
You will always need to generate bills for every term, but you can use the template for bills used in previous terms.
How to create a custom student bill
Follow the steps below to create a custom bill:
- Step 1: Log into the school portal and then navigate to Finance section on the main menu
- Step 2: Click Fees a sub-menu of Finance
- Step 3: Click Individual Bill. You will see a list of pupils/students, grouped according to their classes
- Step 4: Click VIEW BILL on the pupil/student you want to generate a bill for and fill in all required fields
- Step 5: Click Save
Congratulations, you have successfully created a custom bill.
Warning
Selecting the Scholarship option gives a 100% discount (a full discount on all bill items).
Note
- If you intend to give a discount on any item on the bill, fill the field titled Discount with the exact amount.
- If you intend to replicate the same bill for all the children in that class, click Yes. The discount given on any item on the bill will be replicated for all the students in that class. If this is not your intention, do not click Yes.
- If you intend to give a discount on any bill item for any pupil/student in a particular class, then you will need to create a bill for all the students in that class individually. Otherwise, you can click Yes and automatically generate the same bill for all the students in that class.
- If you intend to delete or remove an item on the bill, click to check the item you intend to delete or remove, and then click REMOVE.
- If you intend to delete the whole bill, click to check the tiny square shape at the top of the list (all bill items will be automatically selected), and then click REMOVE.
Tip
- To Send a bill to the parent of a student, click the SEND BILL button on the student's bill, and the parent will receive the bill both as SMS and email.
- Click the PRINT button to keep a softcopy as PDF or to create a hardcopy through a printing machine.
How to Send Bills in Batches or Groups
Follow the steps below to create a custom bill:
- Step 1: Log into the school portal and then navigate to Finance section on the main menu
- Step 2: Click Fees, a submenu of Finance
- Step 3: Click Individual Bill. This opens a list of pupils/students, grouped according to their classes
- Step 4: Click the SEND BILL button in the top right corner of the page
- Step 5: Fill in the required fields, selecting the session, the term and the class
- Step 6: Click SEND
Note
The recipients, i.e. the parents or guardians, receive these bills both as SMS and through email.
How to enter fee payment
Follow the steps below to enter fee payment:
- Step 1: Log into the school portal and navigate to Finance section on the main menu
- Step 2: Click Fees, a sub-menu of Finance
- Step 3: Click Payment
- Step 4: Click the MANAGE PAYMENT button attached to any pupil/student of interest
Depending on the payment history of the student/pupil in view. If the student has an outstanding payment that is yet to be settled, the system would list out the outstanding payment for the concerned Academic session and Term/Quarter so it can be attended to. Always take note of the information displayed.
How to enter fee payment when a custom bill has not been created
- Step 1: Click the MAKE PAYMENT button in the top right corner of the page
- Step 2: Fill in all required fields
- Step 3: From the list of Bill items, Enter an amount for the Bill Item the student is paying for or that makes up the bill for the student in view
- Step 4: Click the (x) sign to remove an item that does not apply to the student
- Step 5: Click Save
Following the steps above, the system automatically generates a bill based on the items selected and applies the payment made during entry.
How to enter fee payment when a custom bill has been created
- Step 1: Enter the amount paid by the student i.e Distribute the amount paid according to what each bill item is worth.
- Step 2: Fill in all other required fields. e.g Payment Account, Payment Method, Date payment was received. For additional information on the payment made, select the add more information box
- Step 3: Click Save
How to update a payment record with new part payment or balance payment
- Step 1: Enter the amount paid or the balance payment for the Bill item whose payment is yet to be completed
- Step 2: Fill in all other required fields. e.g Payment Account, Payment Method, Date payment was received. For additional information on the payment made, select the add more information box
- Step 3: Click Save
Note
- Click the CANCEL PAYMENT button if there is a mistake while entering payment.
- Click the PAYMENT RECEIPT button to view and generate a payment receipt.
- Click the SEND ACKNOWLEDGEMENT button to send payment acknowledgment to the parent/guardian of the student/pupil in view.
How to view the payment register
Follow the steps below to view the payment register:
- Step 1: Log in to the school portal and navigate to Finance section on the main menu.
- Step 2: Click Fees, a sub-menu of Finance
- Step 3: Click Register, a sub-menu of Fees
Note
The register gives access to a list of all the pupils/students, showing detailed records of all payments made by any pupil/student within the term
Click the Filter button in the top right corner to streamline the information to term/quarter, Academic session, and other areas of interest. (This could also be used to determine what population of the pupils/students has paid a specified percentage of the total school fees.
How to view fee report
Follow the steps below to view the fee report:
- Step 1: Log in to the school portal and navigate to Finance section on the main menu
- Step 2: Click Report, a sub-menu of Finance
Note
The report gives access to a list of all the items that make up a school bill and several monetary information on each of those items.
Click the SWITCH SESSION/TERM button to streamline the information to the term or session of your interest.
Click the view full report link to get more detailed information on what makes up the gross value the system has computed on each bill item.
Click the Filter button in the top right corner to streamline the information on each bill item to the total amount paid, the total amount given as a discount, or total outstanding debts.
How to grant access to cancel fee payment
Follow the steps below to grant access to cancel payment:
- Step 1: Log in to the school portal and navigate to the Finance section on the main menu
- Step 2: Click Fees (a menu under Finance)
- Step 3: Click Fee access (a sub-menu of Fees)
- Step 4: Locate the academic session and term/quarter of interest.
- Step 5: Click Enable or Disable depending on the access to be given
- Step 6: Click Save
Congratulations!, you've successfully enabled/disabled access to cancel payments.
Tip
When it comes to applying fee payments made checks and balances must be in place to reduce mistakes to the minimum and frustrate fraud. On issues like fee payment cancellation, the management of the school must be aware of such action before it is initiated.
How to add a payment advice note to a bill
Follow the steps below to include payment advice notes on bills created:
- Step 1: Log in to the school portal and navigate to the Finance Section of the main menu
- Step 2: Click Fees (a menu under Finance)
- Step 3: Click Setup (a sub-menu of Fees)
- Step 4: In the Bill information field, kindly enter the information concerning payment (A payment advice)
- Step 5: Click Save
Congratulations you've successfully added payment advice.
Note
- Every custom bill generated would automatically have the saved payment advice included on it.
- The above steps would have to be done for other school locations.
How to Track Outstanding Fees
Follow the steps below to track outstanding fees:
- Step 1: Log in to the school portal and navigate to the Finance section of the main menu
- Step 2: Click Fees, a sub-menu of Finance
- Step 3: Click Outstanding, a sub-menu of Fees
- Step 4: Click the VIEW OUTSTANDING button attached to any pupil/student to see the details of the outstanding.
How to Pay Fees Through a Payment Link
Follow the steps below to make payment:
- Step 1: Click the payment link
- Step 2: Click the PAY WITH WALLET button.
- Step 3: Enter an amount to be paid
- Step 4: Click the Make Payment button
Congratulations you've successfully completed the fee payment.
Part payment can be made
If you have an insufficient amount in the wallet, kindly fund the wallet.
How to fund the wallet
- Step 1: Click Fund Wallet.
- Step 2: Enter the amount to fund the wallet with.
- Step 3: Click the Proceed button
- Step 4: You'll be prompted to confirm payment, Click Proceed to continue, or Decline to Cancel
- Step 5: Enter your card details and other required information to complete the payment
Payment will be automatically confirmed and the wallet would be funded. On successfully funding the wallet, proceed to complete the fee payment.
How to pay fees from your wallet as a parent
Follow the steps below to make a fee payment:
- Step 1: Navigate to the Finance section of the main menu
- Step 2: Click Fees (a menu under Finance)
- Step 3: Click Outstanding (a sub-men of Fees)
- Step 4: Click the View Outstanding button on the child of interest
- Step 5: On the outstanding bill of interest click the Make Payment button
- Step 6: Enter the amount to pay
- Step 7: Click the Make payment button.
Tip
Wallet payment is a secure, fast, and convenient way for parents/guardians to pay fees. It takes less than a minute to make payment and confirmation and acknowledgment are instant.