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Set up fees and run student billing

Demo School needs to bill the new term’s approved tuition and activity charges. The bursar prepares the fee structure, checks the intended learners and responsible customers, and reviews the resulting invoices before following up collections. A fee plan describes a charge; a receipt records money actually received.

On this pagePrepare learners and accounting setupCreate a fee structure with explicit charge linesReview student invoices and obligationsPrepare a billing schedule and review its runRecord and allocate collectionsReview a family statement from source entriesIf billing does not match expectations

Prepare learners and accounting setup

  • Confirm the academic year or term, learner records, enrolments and responsible billing customers.
  • Obtain approval for the charge categories and amounts before entering them.
  • Check receivable, income and settlement account setup with finance. Do not choose a ledger account just because it appears first in a selector.
Students and enrolmentReview accounting setup

Create a fee structure with explicit charge lines

  1. Open Fees → Fee structures and choose Fee structure. Name the example Grade 1 · Term 1 Tuition and check Currency. The optional key is generated from the name.
  2. Select the intended Programme, Academic year and Academic term. Leaving All programmes or Any year broadens the structure’s scope, so review these choices deliberately.
  3. Choose Add component. Select Tuition as Category, enter 25000 as Amount and Term 1 tuition as Description, then check Income account against the approved chart.
  4. Choose Create to save the structure. Review its version and activation state before preparing a billing schedule.
A KES 25,000 tuition component prepared with its description and income account; the structure has not been created from this form.1 Fee structure identity and academic scope2 Charge per learner3 Describe the invoice line

Review student invoices and obligations

Open Fees → Student invoices to inspect learner charges and their linked billing records. Check the learner, customer, charge, period and status before progressing an obligation.

Open a linked invoice to verify its original total and current outstanding amount separately. A settled invoice retains its original issued amount; a payment does not rewrite the charge.

Prepare a billing schedule and review its run

  1. Open Fees → Billing runs and review existing schedules for the same period.
  2. Choose Billing schedule. Select the Active fee structure, Billing date and Due date, then choose Create after checking the dates.
  3. Open the schedule’s row actions and inspect the offered billing action and scope before proceeding. Verify eligible learners and responsible billing customers.
  4. After an authorized run, inspect its result and open the resulting source invoices. Investigate skipped or failed learners before retrying.
A billing schedule selects an active structure and separates the billing date from the payment due date.1 Use an active fee structure2 Create the reviewed schedule

Record and allocate collections

Open Fees → Collections to work with collections in their learner context. Verify the actual payment evidence, customer, currency and receiving bank or cash account.

Use the normal receipt workflow and allocate the amount to the intended invoices. A promise to pay, a billing run or a manually changed label is not a receipt. Open the receipt and invoice afterwards to verify allocation and outstanding amounts.

Record and allocate receipts

Review a family statement from source entries

In the captured demonstration, two KES 25,000 invoice entries and no recorded credits produce a KES 50,000 closing balance. This describes the displayed fixture, not an expected balance for every family.

  1. Open Fees → Family statements and select the Billing customer, such as Maina Family 36.
  2. Set From and Through, then choose View statement. Check the currency, linked students and closing balance.
  3. Read Charges / debits, Payments / credits and the running Balance. Use View source for a charge or its journal reference to inspect the original evidence.
  4. Use Export CSV or Print / Save PDF after reviewing the selected customer and date range.
The fictional Maina family statement shows two KES 25,000 source invoices and a KES 50,000 closing balance.1 Statement customer and currency scope2 Trace charges and credits to their sources3 Print or save the reviewed statement

If billing does not match expectations

  • A learner missing from billing: check enrolment, period, structure eligibility and responsible customer.
  • A charge appearing twice: compare source obligations and run references before another attempt.
  • A receipt not reducing the expected invoice: check customer, currency, allocation and reversal status.
  • A missing action: check the role, module availability and current document state.