Record a fee payment

import { Steps, Aside } from ‘@astrojs/starlight/components’;

For bursars and Directors. Use this when a parent or guardian pays school fees and you need to record it and hand over a receipt. Amounts are in UGX. New to the terms on this page? Read Key concepts and the Glossary first.

Open Finance → Fees and find the student by name or admission number. From Finance → Balances, a balance row links here with the student pre-selected.
Check the student’s balance and amounts already paid this term, shown at the top.
In New Payment, enter the amount paid.
Choose the payment method: Cash, Mobile Money, Bank Transfer, Card, or SchoolPay.
Choose the fee type — what the money is for: Tuition, Uniform, Lunch, Transport, or Other.
For mobile money or bank transfers, paste the transaction ID into External reference. It prints on the receipt and stays in payment history.
Check payment date — it defaults to today. Change it only when back-dating a payment that genuinely arrived earlier (common with mobile money), so reports match the cashbook.
Choose Record payment. A receipt with an auto-number is created and a printable receipt opens.

If the amount is more than the balance

That is an overpayment. The page asks you to confirm carrying the extra forward as a credit toward next term. Confirm only when that is intended. Read credit in the glossary.

If you made a mistake

Void the payment with a reason. It leaves every total but stays in the books with who voided it and why — a full audit trail, never a silent deletion. Read void.

Frequently asked questions

Where do I reprint a receipt? Open the payment in its receipt view and print again from there.

The balance looks wrong after recording. What do I check? Confirm the term selector, then that the payment used the right fee type and date received.