Record a payment against a student's invoices from Dashboard → Finance → Payments, without opening the student or invoice first. The same dialog is also on the student ledger and on invoice rows.
Before you start
- The student is on this school's roll (the picker only lists this tenant).
- At least one Cash, Bank, or Mobile Money account exists — every payment is credited to an account.
- A term invoice is not required to save the payment; any amount left after allocation is held as a credit balance on the student's account.
From the payments list
- Go to Dashboard → Finance → Payments and click Record payment.
- Search for the student by name or ID. The field starts empty — pick one before saving.
- Enter the amount, payment date, method, and the account that received it.
The amount shows thousand separators as you type (
100000→100,000); what is saved is still the raw number. Reference and notes are optional. - Save. YoShule allocates to the oldest invoice outstanding at that moment, flows the rest on to the next, shows the receipt number, and downloads the receipt PDF.
The receipt states the outstanding balance and the credit balance after the payment, so an overpayment is visible on the copy handed over rather than looking like money gone missing.
Allocation runs once, over the invoices that exist when the payment is saved. An invoice raised afterwards is not settled from an earlier payment — a credit balance is, when the next invoice is raised.
The payment date cannot be in the future. Dating a payment outside the current year (for example capturing last year's bank slip late) requires a short reason.
Only Admin, Headmaster, and Bursar see Record payment. Teachers do not. Cancel closes the dialog without creating a record. A retried save of the same attempt does not double-post.
From a student or invoice
On a student profile, student ledger, or invoice, Record Payment skips the student picker — that student is already known — and uses the same amount, method, account, and notes form.