Collect a fee payment

Use Collect fees whenever a parent or student is paying — this is the screen cashiers and front-desk staff use every day.

1. Find the student

Open Fees & Billing → Collect fees. You have two ways to bring up a student:

• Load a batch — pick a class & batch from the dropdown on the left, then click through the students in that batch. If you need an inactive batch, click Show inactive batches.
• …or search a student — type an admission number, roll number, name, or phone number on the right and click Search.

Once a batch or search result is loaded, students appear in a list with either their outstanding amount or a green tick if they are paid up. Use Prev and Next to move between students.

2. Pick what you're collecting for

Use the Collection for dropdown to choose which billed month or period you're collecting. If the family wants to pay everything at once, click All months instead to see every outstanding period together.

3. Check the voucher

The voucher detail shows a particulars table (Sl., Particulars, Amount) with buttons to + Add Particular or + Add Discount if something needs adding on the spot. Below it, a summary shows Total Particular Fees, Total Discount Amount, Total Fine amount, Total fees, Payment done, and Amount to pay.

4. Record the payment

Fill in the payment form:

• Payment mode — Cash, Card, Bank deposit, Online, or Cheque
• Payment notes (optional)
• Reference (optional — a slip or transaction number)
• Amount
• Payment date — the date the bank stamped it or cash was received, not necessarily today

If you choose Cheque, extra fields appear: Cheque no., Bank, and Cheque date.

Click Pay fees. Once saved, you'll see "Payment recorded — receipt {number}" with a Print receipt link.

5. Several months or arrears in one payment — one receipt

When a family pays more than one month at once (this month plus arrears, or three months together), do not record each month separately. Switch to All months at the top of the student's card. Every outstanding month is listed with its due date and what is still owing, and the Amount box is pre-filled with the total.

Choose the payment mode, adjust the amount if the family is paying only part of it, set the payment date, and click Pay all fees. The amount settles the oldest month first, then the next, and so on.

You then see "Payment recorded across 3 months" with one Print receipt (3 months) button. That is the single receipt to hand to the parent: it shows each month on its own line with its receipt number, the Total amount received, and the balance left on those months. In the books each month keeps its own receipt number, so statements and bank reconciliation stay month-by-month; the combined receipt simply prints them together.

To reprint it later, open the student's All months view, expand Payment history · all months, and click Combined receipt on any of that payment's rows. This month beside it prints that one month's receipt on its own, if a parent asks for a single month's slip.

6. Receipts and payment history

Every student's voucher screen keeps a payment history table showing each receipt with its payment date, mode, note, cashier, and amount. Click Receipt on any row to print it again, or Student invoice to print the whole invoice.

7. Voiding a receipt

If a receipt was recorded in error, click Void next to it. You'll be asked to confirm and to give a Reason. Voiding posts a reversal to the student's ledger and restores the amount to their outstanding balance — the original receipt is kept, never deleted, so there is always a record of what happened. This needs the Void receipts & manage refunds permission; ask an administrator if you don't see the button.

8. If the student hasn't been billed yet

If you search for a student and see "No fee has been billed to this student yet," click Set up this student's fees → to raise their first voucher before you can take a payment.