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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

RequirementLocationPurpose
Student recordsPeople → StudentsPayment recipients
InvoicesFinance → InvoicesOutstanding balances
Fee definitionsFinance → FeesFee context

Required permissions

PermissionDescription
finance.payments.createRecord new payments
finance.payments.verifyVerify payment authenticity
finance.receipts.createGenerate receipts
finance.receipts.viewView receipt records

Payment lifecycle overview

┌────────────────┐    ┌─────────────────┐    ┌────────────────┐    ┌────────────────┐
│ Receive │ → │ Record │ → │ Verify │ → │ Generate │
│ payment │ │ in system │ │ payment │ │ receipt │
└────────────────┘ └─────────────────┘ └────────────────┘ └────────────────┘


┌─────────────────┐ ┌────────────────┐
│ Allocate to │ → │ Update │
│ invoices │ │ balances │
└─────────────────┘ └────────────────┘

FunctionPath
PaymentsFinance → Payments
ReceiptsFinance → Receipts
InvoicesFinance → Invoices
Student financePeople → Students → [Student] → Finance tab

Part 1: Recording payments

Payment methods

The system supports multiple payment methods:

MethodDescriptionRequired fields
CashPhysical cash paymentAmount, date
Bank transferEFT/wire transferAmount, date, bank reference
Bank depositOver-the-counter depositAmount, date, deposit slip number
ChequePaper chequeCheque number, date, bank name
Mobile moneyEcoCash, OneMoney, etc.Provider, mobile number, reference
CardCredit/debit cardTransaction ID, gateway reference
OnlineWeb portal paymentGateway reference, transaction ID

Creating a payment record

Navigate to Finance → PaymentsRecord Payment

FieldRequiredDescription
StudentYesSearch by name, number, or admission number
InvoiceNoPre-select specific invoice (optional)

Payment statuses

StatusDescription
pendingRecorded, awaiting verification
completedVerified and finalized
failedPayment failed (bounced cheque, etc.)
refundedPayment was refunded
cancelledPayment 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:

  1. Open the payment record
  2. Navigate to Allocations section
  3. Click Allocate to invoices
  4. Select invoices and enter amounts:
InvoiceAmount dueAllocation amount
INV-2024-001$500$300
INV-2024-002$200$200
Total$500
  1. Save allocations

Allocation statuses

StatusDescription
unallocatedPayment not yet allocated
partially_allocatedSome amount allocated
fully_allocatedEntire 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

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 updatedcompleted 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

StatusDescription
pendingAwaiting verification
verifiedPayment confirmed as valid
rejectedPayment 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

  1. Navigate to Finance → ReceiptsCreate Receipt
  2. Select the payment record
  3. Review receipt details
  4. Generate receipt

Receipt contents

SectionInformation
HeaderSchool name, logo, address
Receipt numberUnique reference
DateReceipt issue date
Student infoName, admission number, class
Payer infoName of person who paid
Payment detailsAmount, method, reference
Invoice allocationWhich invoices were paid
BalanceRemaining balance (if any)
FooterSignature, terms, thank you

Receipt actions

ActionDescription
ViewDisplay receipt details
PrintPrint physical copy
DownloadSave as PDF
EmailSend to guardian/student

Part 5: Reconciliation

Track payments against bank statements and internal records.

Reconciliation statuses

StatusDescription
unreconciledNot yet matched to bank statement
reconciledMatched to bank statement
disputedDiscrepancy 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:

FieldDescription
Reconciliation statusCurrent reconciliation state
Reconciliation batch IDBatch reference
Bank statement line IDMatched bank line
Reconciled byUser who reconciled
Reconciled atReconciliation timestamp
NotesReconciliation 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

FilterDescription
StudentFilter by student name/number
InvoiceFilter by invoice number
Payment methodCash, transfer, cheque, etc.
StatusPending, completed, failed
Verification statusPending, verified, rejected
Reconciliation statusUnreconciled, reconciled
Date rangePayment date period
Amount rangeMinimum/maximum amount

Export options

Export payment data for:

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

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

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

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


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