Record a payment and issue a receipt

This guide covers the complete payment recording workflow-from receiving payment to generating official receipts. The finance module supports multiple payment methods, invoice allocation, verification workflow, and reconciliation tracking.

What this guide covers

• Recording payments via different methods
• Invoice allocation and split payments
• Payment verification workflow
• Receipt generation and management
• Reconciliation tracking
• Payment status management

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Before you start

Required setup

Requirement	Location	Purpose
Student records	People -> Students	Payment recipients
Invoices	Finance -> Invoices	Outstanding balances
Fee definitions	Finance -> Fees	Fee context

Required permissions

Permission	Description
finance.payments.create	Record new payments
finance.payments.verify	Verify payment authenticity
finance.receipts.create	Generate receipts
finance.receipts.view	View receipt records

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Payment lifecycle overview

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Navigation paths

Function	Path
Payments	Finance -> Payments
Receipts	Finance -> Receipts
Invoices	Finance -> Invoices
Student finance	People -> Students -> [Student] -> Finance tab

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Part 1: Recording payments

Payment methods

The system supports multiple payment methods:

Method	Description	Required fields
Cash	Physical cash payment	Amount, date
Bank transfer	EFT/wire transfer	Amount, date, bank reference
Bank deposit	Over-the-counter deposit	Amount, date, deposit slip number
Cheque	Paper cheque	Cheque number, date, bank name
Mobile money	EcoCash, OneMoney, etc.	Provider, mobile number, reference
Card	Credit/debit card	Transaction ID, gateway reference
Online	Web portal payment	Gateway reference, transaction ID

Creating a payment record

Navigate to Finance -> Payments -> Record Payment

Student selection

Field	Required	Description
Student	Yes	Search by name, number, or admission number
Invoice	No	Pre-select specific invoice (optional)

Payment details

Field	Required	Description
Amount	Yes	Payment amount received
Currency	Yes	Payment currency
Payment date	Yes	Date payment was received
Payment method	Yes	Cash, transfer, cheque, etc.

Reference information

For bank transfers:

Field	Description
Bank name	Originating bank
Bank reference	Transaction reference
Bank account number	Originating account

For cheques:

Field	Description
Cheque number	Number on cheque
Cheque date	Date on cheque
Bank name	Issuing bank

For mobile money:

Field	Description
Provider	EcoCash, OneMoney, etc.
Mobile number	Payer's number
Reference	Transaction reference

Payer information

Field	Description
Payer name	Name of person making payment
Payer email	Contact email
Payer phone	Contact phone

Payment statuses

Status	Description
pending	Recorded, awaiting verification
completed	Verified and finalized
failed	Payment failed (bounced cheque, etc.)
refunded	Payment was refunded
cancelled	Payment record cancelled

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Part 2: Invoice allocation

Payments must be allocated to invoices to update student balances.

Automatic allocation

If a single invoice is selected during payment entry, the system automatically allocates the full amount to that invoice.

Manual allocation

For payments covering multiple invoices or partial amounts:

1. Open the payment record
2. Navigate to Allocations section
3. Click Allocate to invoices
4. Select invoices and enter amounts:

Invoice	Amount due	Allocation amount
INV-2024-001	$500	$300
INV-2024-002	$200	$200
Total		$500

5. Save allocations

Allocation statuses

Status	Description
unallocated	Payment not yet allocated
partially_allocated	Some amount allocated
fully_allocated	Entire amount allocated

Overpayments

If payment exceeds invoice totals:

• Allocate to existing invoices
• Remaining amount becomes credit balance
• Credit can be applied to future invoices

Split payments

For invoices receiving multiple partial payments:

1. Record first payment
2. Allocate partial amount to invoice
3. Invoice status changes to partially_paid
4. Record subsequent payments
5. Allocate until invoice is paid

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Part 3: Payment verification

Verification ensures payment authenticity before issuing official receipts.

Verification workflow

1. Payment recorded -> Status: pending
2. Verification review -> Check references, amounts
3. Verification decision -> Approve or reject
4. Status updated -> completed or failed

Verifying a payment

1. Navigate to Finance -> Payments
2. Filter by Verification status: Pending
3. Open payment record
4. Review payment details:
   • Amount matches expected
   • Reference numbers are valid
   • Payment method is confirmed
5. Click Verify payment
6. Enter verification notes (optional)
7. Confirm verification

Verification statuses

Status	Description
pending	Awaiting verification
verified	Payment confirmed as valid
rejected	Payment flagged as invalid

Verification checklist

• Amount matches bank statement/receipt
• Reference number is correct
• Payment date is accurate
• Payer information matches records
• No duplicate payment exists
• Cheque has cleared (if applicable)

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Part 4: Receipt generation

Receipts provide official proof of payment for students and guardians.

Automatic receipt generation

Receipts are automatically generated when:

• Payment status changes to completed
• Payment is verified

Manual receipt generation

1. Navigate to Finance -> Receipts -> Create Receipt
2. Select the payment record
3. Review receipt details
4. Generate receipt

Receipt contents

Section	Information
Header	School name, logo, address
Receipt number	Unique reference
Date	Receipt issue date
Student info	Name, admission number, class
Payer info	Name of person who paid
Payment details	Amount, method, reference
Invoice allocation	Which invoices were paid
Balance	Remaining balance (if any)
Footer	Signature, terms, thank you

Receipt actions

Action	Description
View	Display receipt details
Print	Print physical copy
Download	Save as PDF
Email	Send to guardian/student

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Part 5: Reconciliation

Track payments against bank statements and internal records.

Reconciliation statuses

Status	Description
unreconciled	Not yet matched to bank statement
reconciled	Matched to bank statement
disputed	Discrepancy identified

Reconciliation workflow

1. Obtain bank statement
2. Navigate to Finance -> Reconciliation
3. Import or enter bank transactions
4. Match payments to bank lines:
   • Automatic matching by reference
   • Manual matching for exceptions
5. Investigate unmatched items
6. Complete reconciliation

Reconciliation fields

When reconciling a payment:

Field	Description
Reconciliation status	Current reconciliation state
Reconciliation batch ID	Batch reference
Bank statement line ID	Matched bank line
Reconciled by	User who reconciled
Reconciled at	Reconciliation timestamp
Notes	Reconciliation notes

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Part 6: Student finance view

Students and guardians can view payment history through student profiles.

Student finance tab

Navigate to People -> Students -> [Student] -> Finance

Displays:

• Current balance - Outstanding amount
• Invoices - All invoices with status
• Payments - Payment history
• Receipts - Downloadable receipts
• Credits - Any credit balance

Balance calculation

Current balance = Total invoiced - Total paid + Total late fees - Total credits

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Part 7: Payment search and filtering

Search options

Filter	Description
Student	Filter by student name/number
Invoice	Filter by invoice number
Payment method	Cash, transfer, cheque, etc.
Status	Pending, completed, failed
Verification status	Pending, verified, rejected
Reconciliation status	Unreconciled, reconciled
Date range	Payment date period
Amount range	Minimum/maximum amount

Export options

Export payment data for:

• Financial reporting
• Audit trails
• Bank reconciliation
• Guardian communication

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Workflow examples

Example 1: Cash payment

1. Receive cash from guardian at bursar office
2. Navigate to Finance -> Payments -> Record Payment
3. Enter details:
   • Select student
   • Amount: $250
   • Date: Today
   • Method: Cash
   • Payer: Mr. John Moyo
4. Allocate to outstanding invoice
5. Verify payment (cash is verified immediately)
6. Generate and print receipt
7. Hand receipt to guardian

Example 2: Bank transfer payment

1. Receive notification of bank deposit
2. Verify deposit on bank statement
3. Navigate to Finance -> Payments -> Record Payment
4. Enter details:
   • Select student
   • Amount: $500
   • Date: Transfer date
   • Method: Bank transfer
   • Bank reference: TRF-2024-12345
   • Bank name: CBZ Bank
5. Allocate to invoice(s)
6. Verify payment against bank statement
7. Generate receipt
8. Email receipt to guardian

Example 3: Mobile money payment

1. Receive EcoCash notification
2. Navigate to Finance -> Payments -> Record Payment
3. Enter details:
   • Select student
   • Amount: $150
   • Date: Transaction date
   • Method: Mobile money
   • Provider: EcoCash
   • Mobile: +263 77 123 4567
   • Reference: MP240115.1234.A12345
4. Allocate to invoice
5. Verify against EcoCash records
6. Generate and SMS receipt reference

Example 4: Partial payment

1. Invoice amount: $600
2. First payment: $300
   • Record payment
   • Allocate $300 to invoice
   • Invoice status: partially_paid
   • Generate receipt
3. Second payment: $300
   • Record payment
   • Allocate $300 to same invoice
   • Invoice status: paid
   • Generate receipt

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Refunds

Recording a refund

1. Navigate to Finance -> Payments
2. Find original payment
3. Click Process refund
4. Enter refund details:
   • Refund amount
   • Refund reason
   • Refund reference
5. Confirm refund
6. Payment status changes to refunded

Refund impact

• Invoice allocation reversed
• Student balance recalculated
• Refund record created

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Common issues

Payment not updating balance

Problem: Student balance doesn't reflect payment

Causes:

• Payment not allocated to invoices
• Allocation still pending
• Wrong invoice selected

Solution: Verify payment allocation in payment details

Receipt not generated

Problem: Receipt not available after payment

Causes:

• Payment not verified
• Payment status not completed

Solution: Complete payment verification

Duplicate payment recorded

Problem: Same payment recorded twice

Solution:

1. Cancel the duplicate record
2. Verify allocations on correct payment
3. Adjust student balance if needed

Reconciliation mismatch

Problem: Payment amount doesn't match bank statement

Causes:

• Bank charges deducted
• Exchange rate differences
• Data entry error

Solution: Record adjustment or note discrepancy

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Best practices

Recording payments

• Record payments same day as received
• Always include reference numbers
• Double-check student selection
• Verify amounts before saving

Verification

• Verify all non-cash payments
• Check references against source documents
• Complete verification within 24 hours
• Document any discrepancies

Receipts

• Generate receipts immediately after verification
• Keep receipt copies organized
• Email receipts to guardians
• Archive digital copies

Reconciliation

• Reconcile weekly
• Investigate exceptions promptly
• Document resolution of discrepancies
• Complete monthly close-out

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Outcome

After completing the payment workflow:

• Payment accurately recorded in system
• Payment allocated to correct invoices
• Student balance updated automatically
• Payment verified for authenticity
• Official receipt generated and available
• Reconciliation tracking enabled

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Related guides

• Fee setup and invoicing - Creating fees and invoices
• Record first payment - Quick start guide
• Initial setup checklist - Foundation setup