Recording Payments and Receipts
Money handed over at the school, the second-signature check, and what parents are given.
1. Record what you received
Open the child's bill from Finance → Invoices and use "Record a counter payment". Enter the "Amount received (₦)", choose "How it arrived" — "Cash at the counter" or "Bank transfer (confirmed)" — and put the teller number or transfer narration in "Teller slip / transfer narration" so the payment can be traced back to the bank later. Add a "Note" if anything needs explaining, then press "Record payment".
2. Give the family a receipt
A recorded payment produces a receipt you can open from the bill and press "Print" on. It shows the "Reference", what it was "Applied to invoices", anything "Held as payer credit", and any "Transaction charges borne by the payer". A receipt never changes afterwards, even if the bill is later adjusted — what the family was handed is what it will always say.
Requiring a second person
Go to Finance → Payment approvals and switch on "Require a second person to approve manual payments", then "Save setting". From then on a counter payment is not applied to the bill until somebody else approves it — the person who recorded it cannot approve their own, which is the whole point. It applies to payments recorded from then on, not to ones already taken.
Working the approval queue
The same page lists what is waiting, oldest first, and nothing in it has reached a bill yet. Press "Approve" to apply the money, or "Reject" — which asks "Why are you rejecting this? (required)" before it will go through. Rejecting refunds nothing and reverses nothing: the money never reached the bill, so rejecting only ends the record of it. Write the reason for whoever reads it in three months.
Looking up a family's payments
Finance → Payments is where you answer a parent asking whether their payment landed. Put the student's ID in "Payer ID", leave "Payer type" on "Student", and press "Look up". You can narrow by "Status" — "Succeeded", "Pending", "Failed" or "Held for investigation".
Money held for investigation
"Held for investigation" is money that arrived but was deliberately not applied to a bill — typically a family paid less than the amount due, and the system will not guess whether to accept it short or send it back. Somebody has to decide: choose "Accept the money" or "Reject it", type a "Resolution note" saying why, and press "Resolve". Until you do, the family's bill still reads unpaid even though the money is with you.