Recording a payment

Taking money at the front desk — finding the pupil, choosing the channel, and issuing the receipt.

This is the busiest screen in the system, and it is built for a queue: find the pupil, take the money, print the receipt.

Finding the pupil

Search by name, admission number, or the fee payer’s phone number. The phone search is the fastest route when a parent arrives without the admission number, which is most of the time.

Payment channels

Channel	Recorded with
Cash	Amount only
MTN MoMo	Transaction reference
Telecel MoMo	Transaction reference
AT Money	Transaction reference
Bank Transfer	Deposit or transfer reference
Cheque	Cheque number and bank

Always key the reference for a MoMo or bank payment. It is what lets you match your records to the statement at the end of the day, and it is the only way to resolve a parent who says they paid when your figures say otherwise.

These channels record money that has already arrived — cash across the counter, a MoMo transfer the parent shows you, a deposit slip. EduControl does not take payments online: there is no checkout for parents, and no automatic confirmation from MoMo. Every payment is entered by a member of staff.

Directing a payment

You can point a payment at what it is for — tuition, or feeding, or a specific fee item — or leave it undirected and let it settle the oldest debt first.

Directing matters when a family is paying for something specific. A parent paying for meals wants that money on the feeding invoice, not absorbed by a tuition arrear from last term. See Allocation.

The receipt

A receipt is issued and numbered from your school’s receipt sequence, and it itemises what the money was applied to rather than showing a bare total. Print it or hand it over — parents keep these, and an itemised receipt prevents most later disputes.

Receipts are printed from the browser. There is no SMS or emailed receipt.

Paying more than is owed

Overpayment is allowed, and the excess is held as the pupil’s credit. It is applied automatically against their next invoice — see Allocation. Nothing is lost and nothing needs remembering.

Getting it wrong

A payment recorded in error is voided, not deleted or edited. Voiding unwinds the allocations it made and leaves the correction on the record. See Corrections.

Who can do this

The record_payments permission.