Accountant ​

The accountant template supports day-to-day collections and financial record keeping. Work in the campus that owns the invoice or financial record. Use its financial period independently of the teaching period.

Prepare your workspace ​

1. Activate your account and verify active campus membership.
2. Check the working year in the working bar. Invoice forms use it to list learners.
3. Ask the finance administrator to confirm that an open financial period covers the posting date.
4. Open Operations → Finance → Fee invoices. The Finance page opens.
5. Review the totals, the invoice list, and the Financial periods list.

The default sidebar shows People → Students and these Operations entries: Reports, Finance → Fee invoices, and Finance → Budgets. On the Finance page, the more finance pages menu opens Record expense, Fees, Fee categories, Expenses, Cash deposits, Budgets, and Reports.

The template includes fee and category creation, reading, and updating. It includes create fee invoice, read fee invoice, update fee invoice, and refund student payment. It permits expense and cash-deposit creation, and reading budgets and financial periods. It does not include invoice deletion, manage budget, or manage financial period. It does not include Roles; that page shows "Not open to you".

Issue invoices ​

1. On the Finance page, select Add invoice.
2. Follow invoice creation for the learners, fee lines, Issued date, and Due date.
3. Review every selected learner.
4. Select Create invoice, or Create N invoices for more than one learner.

The invoice form accepts only whole major-unit amounts. For NGN, enter 1000 for ₦1,000.00. Do not enter stored minor-unit values. Review the formatted total after you issue the invoice. Posted charges and later payment allocations are separate records.

Record money received ​

1. Open the invoice and select Take payment.
2. Verify the actual cash receipt or the noncash transaction confirmation.
3. Enter Amount and Received on.
4. Select Paid by: Cash, Bank transfer, Cheque, Card machine, or Mobile money.
5. Enter the Reference when the channel requires one. Cash needs no reference.
6. Review the automatic allocation, or select Split across fees.
7. Select Record payment. The message "Payment recorded." appears.
8. Review Payments, the Owed amount, and the learner's account.

Payments accept decimal major-unit amounts, with up to two decimal places. Use payment instructions for references, allocations, and duplicate-payment checks. Excess money remains held credit. It does not become another fee payment. A manually selected card or transfer channel does not verify provider settlement. The family portal has no checkout workflow.

Apply credit and make corrections ​

Select the learner's name on the invoice to open the student account. It shows Owed, Credit held, Invoices, and Payments. Use Use credit against fees for eligible held credit. To reverse a wrong payment, open the payment's actions menu and select Take back. Enter the Reason. To refund held credit, select Give money back, then Record the refund. To reduce eligible debt, open the invoice's more menu and select Waive or write off, then Take it off. Follow correction procedures before you confirm these actions. A reversal corrects accounting. It does not prove that money was paid back to the family.

Record expenses, deposits, and reconcile ​

Follow expense instructions to choose the Spent on account and the Paid from channel. Confirm What was bought, Amount, Date, and Reference before you select Record expense. Use Record deposit on the Cash deposits page for counted cash that you deposit into the bank. A deposit transfers assets. It does not earn fee income again. Compare invoices, allocations, account balances, expenses, and cash-and-bank records regularly. Report posting errors to the authorized finance administrator before period closure.

Use reports within your permission ​

The accountant template includes read report, create report, and the relevant financial reading permissions. Open Operations → Reports. Under Ask for a report, select the Report, Shape, and Financial period. Select Build it. Under What has been asked for, select Download when the request is Ready. You can build and download each report whose underlying data you can read. Follow the report export instructions for each report. Budget editing and period closing remain administrator duties unless separately assigned.

Complete finance reconciliation to compare receipts, allocations, cash, bank, and export scope.