Manage Payments & Fees

Create fee structures, assign them to classes, and track payment status.

Set up your school's fee structure and monitor payments from parents.

Setting Up Fees

1. Go to Finance → Payments from the sidebar.
2. Select a student or class to assign fees.
3. Enter fee type (Tuition, Registration, Examination, etc.) and amount.
4. Fees are automatically added to the student's billing record.

Fixed Pricing (Billing Accountability)

Admin can set fixed prices in Academic Settings → Fee Structure to prevent staff from modifying amounts. See Billing Accountability for details.

Tracking Payments

Per Student

Go to View Students → click a student → Billing tab

Shows:

• Total Paid (green)
• Total Outstanding (red)
• Full payment history table with columns: Fee Type, Amount, Paid, Status, Term

All Students

Go to Finance → Payment History

Shows all payments across all students, filterable by session and term.

Quick Overview

The Dashboard shows:

• Total Fees Collected
• Total Outstanding
• Number of Debtors
• Target progress bar

Detailed Analytics

Go to Finance → Payment Analytics

Shows:

• Total collected vs outstanding
• Payment trend (last 6 months)
• Top outstanding balances (student IDs + amounts owed)

Cumulative Billing

Outstanding balances carry forward across terms automatically. The system never hides old debts.

Balance Brought Forward

When viewing a student's Billing tab, the summary shows three cards:

• Balance B/F (amber) — total unpaid from previous terms
• Current Term (blue) — outstanding for the current term only
• Total Outstanding (red) — cumulative debt across all terms

This makes it instantly clear how much is old debt vs new charges.

Example:

Fee Type	Amount	Paid	Status	Term
Tuition Fee	₦150,000	₦0	Pending	Term 1
Tuition Fee	₦150,000	₦75,000	Partial	Term 2
Tuition Fee	₦150,000	₦150,000	Paid	Term 3

Summary: Balance B/F: ₦225,000 | Current Term: ₦0 | Total Outstanding: ₦225,000

The finance officer always sees the total cumulative debt — not just the current term.

Recording Payments

1. Go to Finance → Payments
2. Select the student
3. Enter payment amount, method, and reference
4. Click Record Payment
5. Student's balance updates immediately
6. Receipt can be sent to parent

Payment Reminders

Automated fee reminders can be configured in Academic Settings:

• Enable/disable reminders
• Set reminder day (e.g., every Monday)
• Parents receive email with outstanding balance

Where to Find Billing Information

Need	Go To
One student's full history	View Students → click student → Billing tab
All outstanding balances	Finance → Payment History
Top debtors	Finance → Payment Analytics
Quick total	Dashboard overview (Debtors card)
Configure prices	Academic Settings → Fee Structure
Send reminders	Academic Settings → Fee Reminders

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Dashboard Widgets

The dashboard displays real-time operational widgets:

Recent Payments

Shows the last 5 payments recorded. Click "View All →" to go to Payment History.

Low Stock Alerts

Always visible on the dashboard:

• Green ("✓ All inventory levels normal") — everything above threshold
• Amber ("⚠️ Socks — 14 left") — items below the configured threshold

Configure the threshold in Inventory tab → "Low Stock Threshold" field at the top.

Today's Schedule

Shows today's classes from the timetable. Pulled from the day's schedule automatically.

Inventory Pagination

The inventory tables (Current Stock and Issued Items) display 15 items per page with Previous/Next navigation. This keeps the page fast even with hundreds of items.

Inventory Threshold Setting

Set the low stock alert threshold:

1. Go to Inventory tab
2. Set the "Low Stock Threshold" number (default: 10)
3. Save via Academic Settings → Save All Settings

Any item with quantity below this number will trigger an alert on the dashboard.