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. If the family is paying for several outstanding periods at once, switch to the All months view, tick what's being paid, and use Pay all fees.

5. 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.

6. 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.

7. 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.