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Receipts & receipt templates

A receipt is proof of payment issued to a student or guardian after a payment is recorded. Receipts can be printed, emailed, or sent via SMS link. Receipt templates let you customise the layout and branding of printed receipts.

Receipts​

Navigation: Finance → Receipts

Receipts page​

Receipts page showing list with receipt number, student, amount, issue date, method, and status

The Receipts page shows all receipts issued by the school. Each receipt corresponds to a payment record.

Filtering receipts​

FilterOptions
Date rangeFilter by receipt issue date
StatusActive, Cancelled
Payment methodCash, Card, Mobile Money, Bank Transfer
StudentSearch by name or ID
Grade / ClassFilter by class

Viewing a receipt​

Click any receipt row to open the full receipt view:

Receipt detail panel showing receipt number, school branding, student, payment method, and amount

The receipt shows:

  • Receipt number — unique reference (e.g., RCP-2026-004567)
  • School name and logo
  • Student name and ID
  • Invoice reference the receipt is for
  • Payment details — amount, method, date, reference
  • Received by — staff member who recorded the payment

Printing a receipt​

  1. Open the receipt
  2. Click Print or Download PDF
  3. The receipt opens in print view using the active receipt template

Emailing a receipt​

  1. Open the receipt
  2. Click Send via email
  3. Confirm the guardian's email address
  4. Click Send

The email includes a PDF attachment of the receipt.

Sending receipt via SMS​

  1. Open the receipt
  2. Click Send via SMS
  3. The system sends a short message with a secure link to view the receipt online
note

SMS delivery requires the school to have an active SMS gateway configuration.

Issuing a receipt manually​

In most cases receipts are created automatically when you record a payment. If you need to issue a receipt manually (e.g., for an offline gateway payment that was not auto-receipted):

  1. Click + New receipt
  2. Search for the payment or student
  3. Select the linked payment
  4. Click Issue receipt

Cancelling a receipt​

A receipt should only be cancelled if the underlying payment is voided (reversed).

  1. Open the receipt
  2. Click ⋮ menu → Cancel receipt
  3. Enter a reason
  4. Confirm
caution

Cancelling a receipt does not cancel the underlying payment. Void the payment first, then cancel the receipt if needed. The system may do this automatically when you void a payment.

Receipt templates​

Navigation: Finance → Receipt Templates

Receipt templates control the visual design of your printed and PDF receipts — school branding, layout, column arrangement, and footer text.

Receipt Templates page showing template list with name, status, and preview options

Default template​

The Default template is used for all receipts unless you assign a specific template to a fee type. You can have only one default template at a time.

Creating a receipt template​

  1. Click + New template
  2. Enter a template name
  3. Use the template editor to configure:

New receipt template dialog showing template name, paper size, and branding fields

SectionOptions
HeaderSchool name, logo, address, phone, email
Receipt fieldsShow/hide: receipt number, date, student ID, class, invoice number, payment method, reference
Payment tableColumns to show in the payment details table
Totals sectionShow balance before payment, amount paid, remaining balance
FooterCustom footer text (e.g., "Thank you for your payment", bank details)
Stamp areaReserve space for an official school stamp
Paper sizeA4, A5, or thermal receipt (80mm)
FontChoose from available fonts
  1. Click Preview to see how the receipt will look
  2. Click Save

Setting a template as default​

  1. Open the template
  2. Click Set as default
  3. Confirm

Editing a template​

  1. Click on the template name or ⋮ menu → Edit
  2. Make your changes
  3. Click Save
note

Editing a template does not change already-issued receipts — only future receipts will use the updated design.

Previewing a template​

Click Preview on any template row to see a sample receipt using dummy data in the selected layout.

Tips for receipt management​

  • Set up your receipt template before billing season so every receipt issued during term carries your school's branding.
  • Use the thermal (80mm) template if your school uses a receipt printer at the front desk.
  • Email receipts to guardians immediately after recording payment to reduce follow-up queries.
  • Number receipts carefully — never cancel and re-issue a receipt for the same payment without voiding the original payment first.