For:Bursar
The first hour for a new Bursar: set up the fee structure, generate invoices, and record your first payment.
Before you start
- The admin has created the active term and class levels at Dashboard → Settings.
- Students have been added and enrolled for the term — payments can't be recorded against a student who isn't enrolled.
Steps
- Go to Dashboard → Finance → Fee Structures and click New Fee Structure. Pick the term and add a component for each fee line (e.g. Tuition, Lunch, Bus), targeting the class levels each applies to. Save the structure.
- Go to Dashboard → Finance → Invoices and use the Invoice Register card's Generate action to create missing invoices for the selected term. This issues one invoice per enrolled student based on the fee structure.
- Go to Dashboard → Finance → Payments to record a payment. Search by student name or receipt number, pick the student, enter the amount and method, and save. YoShule allocates the payment to the oldest unpaid invoice first. The payment date cannot be in the future; if you date a payment outside the current year (e.g. capturing last year's bank slip late), a short reason is required.
- To check a student's account, go to Dashboard → Finance → Ledger and pick the student. The ledger shows every invoice, payment, waiver, and adjustment in date order.
If a parent overpaid or the amount was entered wrong, request a payment adjustment from the Payments page rather than deleting the record — adjustments leave an audit trail and need an approver.