Record payments against invoices

When money arrives (cash at the office, bank transfer, mobile money), record it against the student's invoice so the balance updates immediately.

Record a payment

1. Open Finance → Student Invoices.
2. Find the student's invoice (search by name or invoice number).
3. On the invoice row, click Record Payment.
4. Enter the amount, payment method, date and any reference (receipt number from your bank, EcoCash transaction ID).
5. Save.

The invoice's balance recalculates: total − payments. A fully paid invoice shows a zero balance.

Overpayments

If you enter more than the outstanding balance, the system flags the overpayment in the payment dialog so you can correct the amount or leave it intentionally (for example a prepayment carried to the next term).

Print a receipt

After recording, click Print Receipt on the same row to give the payer proof of payment. Receipts carry your configured document branding and a security checksum.

Family statements

Click Print Statement to produce a full payment history for the student or family — useful at collection time or for sponsors.

Paynow (self-service)

Rows with a balance also show Pay via Paynow, which opens the online checkout link — parents can pay online without the office capturing anything.

Export for your accounts

Export CSV on the invoices table downloads the currently filtered list (invoice numbers, totals, balances) for your spreadsheet or accounting package.