Bursar cheat-sheet
The whole collections desk on one page. Print it (Ctrl/Cmd + P) — the navigation, footer and table of contents drop away for a clean print.
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§ 01Recording a payment (3 steps)
- Find student — open Collections, type a name or student code (press
/to jump to search), and pick the student. - Select invoices — outstanding lines come pre-ticked, oldest first; untick anything not being paid today, then Continue to payment →. No invoices? Press Record prepayment (the money sits as credit).
- Record payment — enter the amount, method, reference, and time, then press Record payment. The receipt PDF downloads itself.
Reference
A reference is required for Bank transfer (teller / transfer reference) and Cheque (cheque number). It is optional for Cash and Mobile money.
§ 02Payment methods & networks
| Method | Networks / notes | Reference |
|---|---|---|
| Cash | — | Optional |
| Bank transfer | Teller / transfer reference | Required |
| Mobile money | MTN Mobile Money · Telecel Cash (formerly Vodafone) · AT Money (AirtelTigo) | Optional |
| Cheque | Cheque number | Required |
§ 03Daily close-out
- Open session — start the day's cash session at the desk.
- Count denominations — tally the notes and coins in the drawer.
- Submit cash-up — enter the counted total and submit.
- Admin approves — an admin reviews and approves the cash-up; check the Variance (expected vs counted) — it should be zero.
§ 04The seven reports
| Report | Answers |
|---|---|
| Collections | Cash received by day, method, or fee category over a date range. |
| Accounts Receivable Aging | Who owes what, bucketed current / 1–30 / 31–60 / 61–90 / 90+ days. |
| Collections by Class | Per class level: invoiced vs collected vs outstanding for a term. |
| Income Statement | Income and expenses for a date range (accrual or cash basis). |
| Cash Flow | Cash in and out, grouped by period. |
| Bank & MoMo Lodgements | Bank and mobile-money receipts to reconcile against statements. |
| Trial Balance | Debits and credits for every account as of a date. |
§ 05Statuses at a glance
| Entity | States |
|---|---|
| Invoice | Draft · Issued · Partially paid · Paid · Canceled · Refunded |
| Adjustment | Pending · Approved · Rejected · Applied · Reversed |
| Period | Not opened · Open · Closed |
§ 06Common tasks → where
| Task | Where |
|---|---|
| Record a payment | Collections |
| Chase arrears | Debtors |
| Clear a student | Clearance |
| Reconcile bank | Reconciliation |
| Refund | Refunds |
| Open / close a term | Periods |
| Reports | Reports |
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