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Once invoices are raised and payment notifications sent, the accounts team needs to monitor what comes in and chase what does not. This page explains how to track collections, record manual payments, and use the two fee collection reports.

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Who Does This

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How Payments Work

When a student pays through the payment link in the email:
  • The payment is processed through the configured payment gateway (Razorpay)
  • The Sales Invoice linked to the fee record is updated automatically
  • The outstanding balance on the fee record reduces
No manual action is needed from the finance team for online payments - the system handles the reconciliation.

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Offline / Manual Payments (Cash, Bank Transfer, Cheque)

For payments received by hand or bank transfer:
  1. Go to Education workspace → Fee Management card → Fees (or Sales Invoice)
  2. Open the student’s Fees record
  3. Record the payment received against the Sales Invoice
  4. The outstanding balance updates to reflect the payment
Contact your finance administrator for the specific procedure used at your institution for recording offline payments - the exact steps depend on your accounting configuration.

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Checking an Individual Student’s Fee Status

  1. Search for the student’s name in the global search bar
  2. Open their Student record
  3. From the student record, navigate to linked Fee records or Sales Invoices
  4. View the outstanding balance
Or go directly:
  1. Go to Education workspace → Fee Management card → Fees
  2. Filter by Student = the student’s name
  3. Review all fee records and their status

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The Two Fee Collection Reports

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Student Fee Collection Report

What it shows: Every student’s fee status - total billed, amount paid, and outstanding balance. When to run it: Every Friday (or daily during collection periods). How to run it:
  1. Go to Education workspace → Fee Reports card → Student Fee Collection
  2. Apply filters: Academic Year, Programme, or specific Student
  3. Export to Excel if needed for follow-up calls
How to use it: Filter to students where Outstanding Balance > 0. This is your weekly collection list - contact these students or their guardians about payment.
Student Fee Collection report showing columns for student name, programme, total billed, amount paid, outstanding balance, and due date, with rows highlighted in red for overdue accounts

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Programme Wise Fee Collection Report

What it shows: Fee collection summary by programme - total billed, collected, and outstanding for each. When to run it: Monthly (for management accounts). How to run it:
  1. Go to Education workspace → Fee Reports card → Programme Wise Fee Collection
  2. Apply filters: Academic Year and Programme
  3. Include in monthly management accounts
How to use it: Shows which programmes are collecting well and which have high outstanding balances. Useful for management decisions about payment plans, fee reminders, and programme viability.

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The Sales Invoice Shortcut

The fastest daily indicator of collection health is the Sales Invoice (Unpaid) shortcut at the top of the Education workspace. It shows the current count of unpaid invoices.
  • A rising count means collections are falling behind
  • A high count approaching the due date requires immediate follow-up
  • Click the shortcut to open the filtered list of unpaid Sales Invoices

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Following Up on Overdue Payments

Standard follow-up process:
  1. Run the Student Fee Collection report filtered to Outstanding Balance > 0
  2. Export to Excel
  3. For each student on the list:
    • Check if the due date has passed
    • Contact the student and/or guardian by phone or email
    • Note any payment arrangements made
  4. For students with persistently overdue fees:
    • Escalate to the Finance Manager
    • Consider academic hold (consult academic policies)
The LMS also sends a daily Payment Reminder email to any learner who started but did not complete a payment. See Notifications & Alerts.

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Best Practices

Run the Student Fee Collection report every week. Do not wait until the end of term to discover outstanding amounts. Weekly monitoring means small problems are caught early before they become large debts. Reconcile the Sales Invoice shortcut count daily. If the count is unexpectedly high, investigate the cause - it could be a billing run that did not process correctly, or a batch of payments that did not post. Keep guardian contact details updated. If a student’s email address or guardian phone number changes, update the records immediately. Chasing payments is much harder when contact information is outdated. Use the Programme Wise report for management conversations. The student-level report is for operational follow-up. The programme-level report is for the monthly management accounts - it gives leadership the revenue picture they need.

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Troubleshooting

A student says they paid but the balance is still showing: Check the Sales Invoice to see if the payment has been applied. If they paid online, check the payment gateway transaction log. If they paid in cash or by transfer, confirm the payment was recorded in the system. The Student Fee Collection report is not showing all students: Check the filters - the Academic Year filter is required. If the report looks incomplete, try removing other filters to see the full picture. A student has two invoices for the same fee: This may happen if a fee schedule and an individual fee record were both created for the same student. Identify which one is correct, cancel the duplicate, and note the cause to avoid recurrence.