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. Select the billing campus and the required academic cycle for learner selection.
3. Ask the finance administrator to confirm an Open financial period covers the posting date.
4. Open Finance → Fee invoices.
5. Review the permitted fees, categories, invoices, expenses, and deposits.

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.

Issue invoices ​

Follow invoice creation for the student list, fee lines, issue date, and due date. Review every selected learner before selecting Create invoice or Create N invoices. The current invoice form requires whole major-unit amounts. For NGN, enter 1000 for ₦1,000.00. Do not enter stored minor-unit values. Review the formatted total after issuing the invoice. Posted charges and later payment allocations are separate records.

Record money received ​

1. Open the intended invoice and select Take payment.
2. Verify the actual cash receipt or noncash transaction confirmation.
3. Enter Amount and Received on.
4. Select Paid by and enter the required Reference.
5. Review automatic allocation or Split across fees.
6. Select Record payment.
7. Review Payments, the remaining balance, and Student 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 rather than becoming another fee payment. A manually selected card or transfer channel does not verify provider settlement. The current family portal has no checkout workflow.

Apply credit and make corrections ​

Open Student account to review outstanding fees, held credit, and payment history. Use Use credit against fees for eligible held credit. Use the reversal workflow for a wrong payment, retaining the original entry and its reason. Use the refund form only for available held credit. Use the authorized waiver or write-off workflow to reduce eligible debt. Follow correction procedures before confirming 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 an active expense account and the payment channel. Confirm the amount, reference, date, and vendor before Record expense. Use Record deposit for counted cash deposited 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 and the relevant financial reading permissions. It does not include create report. Read or download permitted existing reports; ask the administrator to delegate creation when building exports is part of your job. Follow report export instructions after that delegation. Budget editing and period closing remain administrator duties unless separately assigned.

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