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
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 |
Payment lifecycle overview
┌────────────────┐ ┌─────────────────┐ ┌────────────────┐ ┌────────────────┐
│ Receive │ → │ Record │ → │ Verify │ → │ Generate │
│ payment │ │ in system │ │ payment │ │ receipt │
└────────────────┘ └─────────────────┘ └────────────────┘ └────────────────┘
│
▼
┌─────────────────┐ ┌────────────────┐
│ Allocate to │ → │ Update │
│ invoices │ │ balances │
└─────────────────┘ └────────────────┘
Navigation paths
| Function | Path |
|---|---|
| Payments | Finance → Payments |
| Receipts | Finance → Receipts |
| Invoices | Finance → Invoices |
| Student finance | People → Students → [Student] → Finance tab |
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
- Payment details
- Reference information
- Payer information
| Field | Required | Description |
|---|---|---|
| Student | Yes | Search by name, number, or admission number |
| Invoice | No | Pre-select specific invoice (optional) |
| 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. |
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 |
| 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 |
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:
- Open the payment record
- Navigate to Allocations section
- Click Allocate to invoices
- Select invoices and enter amounts:
| Invoice | Amount due | Allocation amount |
|---|---|---|
| INV-2024-001 | $500 | $300 |
| INV-2024-002 | $200 | $200 |
| Total | $500 |
- 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:
- Record first payment
- Allocate partial amount to invoice
- Invoice status changes to
partially_paid - Record subsequent payments
- Allocate until invoice is
paid
Part 3: Payment verification
Verification ensures payment authenticity before issuing official receipts.
Verification workflow
- Payment recorded → Status:
pending - Verification review → Check references, amounts
- Verification decision → Approve or reject
- Status updated →
completedorfailed
Verifying a payment
- Navigate to Finance → Payments
- Filter by Verification status: Pending
- Open payment record
- Review payment details:
- Amount matches expected
- Reference numbers are valid
- Payment method is confirmed
- Click Verify payment
- Enter verification notes (optional)
- 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)
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
- Navigate to Finance → Receipts → Create Receipt
- Select the payment record
- Review receipt details
- 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 physical copy | |
| Download | Save as PDF |
| Send to guardian/student |
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
- Obtain bank statement
- Navigate to Finance → Reconciliation
- Import or enter bank transactions
- Match payments to bank lines:
- Automatic matching by reference
- Manual matching for exceptions
- Investigate unmatched items
- 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 |
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
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
Workflow examples
Example 1: Cash payment
- Receive cash from guardian at bursar office
- Navigate to Finance → Payments → Record Payment
- Enter details:
- Select student
- Amount: $250
- Date: Today
- Method: Cash
- Payer: Mr. John Moyo
- Allocate to outstanding invoice
- Verify payment (cash is verified immediately)
- Generate and print receipt
- Hand receipt to guardian
Example 2: Bank transfer payment
- Receive notification of bank deposit
- Verify deposit on bank statement
- Navigate to Finance → Payments → Record Payment
- Enter details:
- Select student
- Amount: $500
- Date: Transfer date
- Method: Bank transfer
- Bank reference: TRF-2024-12345
- Bank name: CBZ Bank
- Allocate to invoice(s)
- Verify payment against bank statement
- Generate receipt
- Email receipt to guardian
Example 3: Mobile money payment
- Receive EcoCash notification
- Navigate to Finance → Payments → Record Payment
- Enter details:
- Select student
- Amount: $150
- Date: Transaction date
- Method: Mobile money
- Provider: EcoCash
- Mobile: +263 77 123 4567
- Reference: MP240115.1234.A12345
- Allocate to invoice
- Verify against EcoCash records
- Generate and SMS receipt reference
Example 4: Partial payment
- Invoice amount: $600
- First payment: $300
- Record payment
- Allocate $300 to invoice
- Invoice status:
partially_paid - Generate receipt
- Second payment: $300
- Record payment
- Allocate $300 to same invoice
- Invoice status:
paid - Generate receipt
Refunds
Recording a refund
- Navigate to Finance → Payments
- Find original payment
- Click Process refund
- Enter refund details:
- Refund amount
- Refund reason
- Refund reference
- Confirm refund
- Payment status changes to
refunded
Refund impact
- Invoice allocation reversed
- Student balance recalculated
- Refund record created
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:
- Cancel the duplicate record
- Verify allocations on correct payment
- 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
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
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
Related guides
- Fee setup and invoicing — Creating fees and invoices
- Record first payment — Quick start guide
- Initial setup checklist — Foundation setup