Audience: Accounts office, bursar
Duration: ~2 hours
Prerequisites: Getting started guide · students arrive from CRM via Convert to student
Products: Day-to-day fee work is in ERP (/erp/fees, /erp/payments). Admissions-stage payments may appear in CRM (/school-panel/payments).
Learning objectives
- Manage fee plans and invoices
- Track collections and overdue accounts
- Process expenses and discounts
- Reconcile payments
1. Fee plans
Route: /erp/fees
- Assign fee plans to grades or individual students.
- Generate invoices for a term or ad-hoc charges.
- Apply discounts where policy allows (Wave 4).
2. Student wallet (prepaid balance)
Route: /erp/fees/wallet
Optional module for prepaid balances (canteen, store, transport top-ups) separate from term invoices:
- View or adjust wallet balance per student when policy allows
- Top-ups may flow through the same payment gateway as fees — confirm Razorpay/Cashfree setup on
/erp/payments - Parent visibility depends on portal configuration — Student 360
3. Invoices & receipts
Open invoice detail:
- Record manual payment or confirm Razorpay or Cashfree gateway payment (NG-34).
- Print / email receipt.
- Partial payments update balance automatically.
4. Collections command center
Route: /erp/collections
- Overdue board — aging buckets
- Promise to pay — follow-up dates
- Reminders — automated via collections jobs
Deep dive: Collections & defaulters.
5. Payments reconciliation
Route: /erp/payments
Match gateway settlements with invoices. Flag discrepancies for review.
6. Finance module (expenses, GL & Tally)
Route: /erp/finance
- Submit expense claims with attachments
- Approval workflow syncs with authorized approvers
- Chart of accounts and journal entries — fee payments auto-post to GL (NG-32)
- Ledger tab — review journal lines per period
- Tally export — XML for Tally Prime sync when configured
7. Parent-facing fees
Parents view dues on parents.skolzo.com or website /account/school — ensure invoices are published before notifying parents.
Practice exercise
- Create an invoice for a demo student.
- Record a partial payment.
- Submit a test expense claim and approve it (if approver role available).
- Find the student on the collections overdue board.
FAQ
Invoice wrong amount? — Void/credit note per school policy; check fee plan assignment first.
Troubleshooting
Razorpay or Cashfree pay link not working — Confirm the active gateway is configured under CRM/ERP payments settings and webhooks are reachable.
Receipt not matching gateway — Run reconciliation from /erp/payments and resolve mismatches in the issues queue.
Go deeper: Counselor guide — convert to student