Finance

Overview

The Finance section manages all financial operations. From fee structures to payment tracking and financial reporting, this is where tuition and payment management happens.

Financial Features

Understanding Finances

Fee Structure

Tuition consists of:

• Tuition Fee - Core academic program cost
• Registration Fee - One-time enrollment fee
• Material Fee - Course materials cost
• Other Fees - Campus-specific additional fees

Payment Status

Student payment status categories:

• Fully Paid - Complete payment made
• Partial Payment - Some payment made, balance outstanding
• Pending - No payment recorded yet
• Extended - Payment deadline extended

Payment Methods

Common payment methods:

• Bank Transfer
• Online Payment
• Cash Payment
• Installment Plans

Financial Workflow

Set Fees → Assign to Students → Track Payments → Manage Extensions → Generate Reports

1. Set Fees - Configure campus fee structures
2. Assign - Apply fees to enrolled students
3. Track - Monitor payment status
4. Extend - Process extension requests
5. Report - Generate financial reports

Common Workflows

How do I check a student's payment status?

1. Navigate to Payment Status
2. Search for the student by name or ID
3. Review their current payment status (Fully Paid, Partial, Pending, or Extended)
4. Check the balance outstanding
5. View payment history for context
6. Follow up with student if payment is overdue

How do I record a tuition payment?

1. Go to Payment Transactions
2. Click Record Payment
3. Search and select the student
4. Enter payment amount and method (Bank Transfer, Online, Cash)
5. Add payment reference number if applicable
6. Save the transaction
7. Verify the student's payment status has updated

How do I view campus fee structure?

1. Navigate to Campus Fees
2. Select the campus from the list
3. Review the fee breakdown:
   • Tuition Fee
   • Registration Fee
   • Material Fee
   • Other campus-specific fees
4. Note the total fee amount for the campus

How do I check outstanding balances for a campus?

1. Navigate to Payment Status
2. Filter by the specific campus
3. Sort by balance or payment status
4. Review students with Partial Payment or Pending status
5. Export the list for follow-up actions
6. Generate summary report if needed

How do I process a tuition extension request?

1. Navigate to Tuition Extension
2. Find the extension request or create a new one
3. Select the student requesting extension
4. Review their current payment status and history
5. Evaluate the request circumstances
6. Set the new payment deadline
7. Approve the extension
8. Student will be notified of the approved extension

How do I view payment history for a student?

1. Navigate to Payment Transactions
2. Search for the student by name or ID
3. View the list of all transactions for that student
4. Check details including:
   • Payment dates
   • Payment amounts
   • Payment methods
   • Reference numbers
5. Export history if needed for records

How do I generate a financial report?

1. Navigate to Stats & Reports
2. Select the report type you need
3. Apply filters:
   • Campus (single or multiple)
   • Academic level
   • Date period
4. Review collection statistics and metrics
5. Click Export to download the report
6. Share with relevant stakeholders

How do I identify students with overdue payments?

1. Navigate to Payment Status
2. Filter by status: Pending or Partial Payment
3. Sort by payment due date
4. Identify students past their deadline
5. Cross-reference with extension requests
6. Generate list of students requiring follow-up
7. Export for outreach and collection efforts

How do I update student fees?

1. Navigate to Student Fees
2. Search for the specific student
3. Review their current fee assignment
4. Click Edit or Update Fees
5. Modify the applicable fee amounts
6. Add notes explaining the change
7. Save the updated fees
8. Verify the new balance reflects correctly

How do I export financial data?

1. Navigate to the relevant section (Payment Status, Payment Transactions, or Reports)
2. Apply your desired filters (campus, date range, status)
3. Click the Export button
4. Select export format (CSV, Excel)
5. Download the file
6. Open in spreadsheet software for analysis

Access Permissions

Financial Best Practices

Payment Collection

• Send payment reminders before deadlines
• Offer multiple payment options
• Process payments promptly
• Keep accurate records

Extension Management

• Have clear extension policies
• Document all extension approvals
• Set reasonable new deadlines
• Follow up on extended payments

Reporting

• Generate regular payment reports
• Compare against targets
• Identify collection issues early
• Report to leadership regularly

Related Sections

• Backend - Tuition Settings - Configure tuition rates
• Reports - Financial - Financial reports
• Bulk Uploads - Payments - Bulk payment processing