Record a payment

Record a collection

1. 1Step 1. Select Record Fee on Home, or open the relevant pupil’s payment action.
2. 2Step 2. Search for and select the pupil. Check the name, class, ID and term before continuing.
3. 3Step 3. Review the current balance and the fee items. Choose the items or allocation offered by the form.
4. 4Step 4. Enter the amount actually received and choose Cash, Mobile money or Bank payment as appropriate. Add the transaction reference or details where needed.
5. 5Step 5. Review the amount and allocation, then confirm once. Wait for the result.
6. 6Step 6. Reopen history or the pupil’s record to verify the saved payment, receipt number and remaining balance.

Desktop app viewClick to enlarge

Record a collection

Desktop app view · Example data

100%Fit

Open original

Partial payments and allocation

A partial payment reduces the balance by the amount saved. Check which items it pays, especially if opening arrears, extra class fees or one-off charges are present. The payment history and receipt should match the amount and method actually received.

Where the office form allows an amount above what is owing, the excess becomes credit toward the next term. Enter only money actually received and review its allocation. Online family payment controls can instead cap the amount at the selected outstanding bill.

Record an earlier payment date

Backdating requires its own permission. Enable Backdate this payment, enter the date the money was actually received and provide an audit reason. The current form limits the date to the last 90 days and does not allow a future date.

Handle an uncertain result

If the connection drops after confirming, check payment history and the receipt before trying again. A warning about an SMS receipt can occur after the payment has already saved. Never repeat a collection just to force the SMS to send.