School Fees Collection tutorial
Operational guide for collection day — confirm billing, open the cashier, take payments, verify receipts, chase arrears, and close the day. Sample school: Sunrise Academy · all amounts in GHS. Dashboard links open on clasra.com — sign in with your school account; your data is scoped to your school automatically.
Before you collect
Confirm billing is done and know which screen to use on collection day.
Before you collect · Start here
Before you collect
Confirm billing is finished before parents queue at the counter. If invoices are missing, payments will not match what you expect to collect.
Real scenario
Mrs Adjei opens the checklist Monday. Billing for KG1 Term 2 is still running. She waits for Completed, then spot-checks Ama Mensah’s invoice (GHS 1,630) before opening the cashier.
Worked example (GHS)
Required checklist 100% · Billing run Completed · Sample invoice GHS 1,630 · Fiscal period Open for today
How it works
The setup checklist and billing run must be green. Fee structures assign amounts; billing runs create invoices; student accounts show what each child owes.
Key fields — what each one means
Setup checklist
Required items — Settings, Fee Items, Fee Structures, Billing Runs.
Example: /dashboard/finance/setup — all Required rows green before resumption
Billing run status
Completed run posts invoices for the session/term you are collecting.
Example: KG1 Term 2 2025/2026 · Status: Completed · 48 invoices · GHS 78,240 total
Invoice check
Spot-check a few students — amount and line items match the fee pack.
Example: Ama Mensah SUN-2026-0142 · Invoice INV-2026-0088 · GHS 1,630 (Tuition + Feeding + PTA + Exam)
Fiscal period (Accounting)
Fee payments always save in Finance; GL journals need an Open fiscal period for the payment date.
Example: /dashboard/accounting/fiscal-periods — March 2026 = Open
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/setupBefore you collect · Choose your path
Which screen to use
Three main ways to record fee money: Cashier (many students, one till), Record Payment (one-off at the office), and Online / Payment Links (parents pay themselves).
Read these first
Real scenario
Resumption Saturday: two staff on Cashier. Monday: bursar uses Record Payment for a GHS 500 bank transfer. Parent abroad gets a payment link for the full GHS 1,630.
Worked example (GHS)
Saturday → Cashier · Monday bank transfer → Record Payment · Parent abroad → Payment Link
How it works
All paths post to the same student ledger and can print receipts. Pick Cashier on resumption day; use Record Payment for late payers; share links for remote parents.
Key fields — what each one means
Fee Cashier
Fast counter — open session, search student, take payment, print receipt, close till.
Example: /dashboard/finance/cashier — resumption queues
Record Payment
Single payment form — good when cashier is closed or for bank deposits entered later.
Example: /dashboard/finance/payments
Payment Links
Send a link; parent pays MoMo/card; payment auto-posts when successful.
Example: /dashboard/finance/payment-links
Online Payments
List of Paystack and other gateway payments — reconcile against receipts.
Example: /dashboard/finance/online-payments
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/cashierCashier counter
Open a session, take many payments fast, and close the till.
Cashier counter · Cashier
Open a cashier session
Start the till for the day (or shift). Opening float is recorded so Daily Close can match physical cash.
Read these first
Real scenario
Akosua opens Main Office Counter 1 with GHS 200 float at 8:15am before the first parent arrives.
Worked example (GHS)
Open session · Float GHS 200.00 · Workspace Main Office · Status OPEN
How it works
One active session per cashier workspace. You cannot take counter payments until a session is Open.
Key fields — what each one means
Open session
Button to start — enter opening cash float in GHS.
Example: Opening float GHS 200.00 · Session opened 08:15 · Cashier: Akosua Boateng
Workspace / terminal
Which counter or device — useful when you have Main Office and Annex tills.
Example: Workspace: Main Office Counter 1
Session status
Open = accepting payments; Closed = locked until next open.
Example: Status badge: OPEN — green
Expected in drawer
Opening float only at start; grows as cash payments are taken.
Example: Opening GHS 200 → after 10 cash payments expected GHS 200 + collections
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/cashierCashier counter · Cashier
Take payments at the counter
Search the student, see balance, enter amount and method, apply to invoices, print receipt — repeat for the next parent.
Read these first
Real scenario
Parent pays full KG1 Term 2 fees for Ama Mensah: GHS 1,630 via MoMo. Receipt prints; balance shows GHS 0.00.
Worked example (GHS)
Ama Mensah · GHS 1,630 MoMo · INV-2026-0088 cleared · Receipt SUN-RC-2026-014502
How it works
Payment reduces outstanding on the student account. Allocation follows Finance Settings (oldest invoice first unless you override). Partial payments are allowed if settings permit.
Key fields — what each one means
Search student
Name, admission number, or class — pick the correct child if siblings share a surname.
Example: Search: Mensah → Ama Mensah · SUN-2026-0142 · KG1
Balance due
Total outstanding on fee invoices after concessions.
Example: Balance due GHS 1,630.00 · Invoice INV-2026-0088
Amount received
Cash, MoMo, bank, or mixed — must not exceed policy limits without approval.
Example: Amount GHS 1,630.00 · Method: Mobile Money
Allocation
Which invoice lines this payment clears — usually automatic.
Example: Auto-apply to INV-2026-0088 · Balance after payment GHS 0.00
Print receipt
Give parent a numbered receipt — number uses your receipt prefix from Settings.
Example: Receipt SUN-RC-2026-014502 · GHS 1,630.00 · PAID IN FULL
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/cashierCashier counter · Cashier
Close the cashier session
End of shift: count cash in the drawer, enter counted amount, close session. Variances should be explained.
Read these first
Real scenario
At 2:30pm Akosua counts GHS 5,050 — matches expected. She closes the session and hands the summary to Mrs Adjei for Daily Close.
Worked example (GHS)
Expected GHS 5,050 · Counted GHS 5,050 · Variance 0 · Session closed 14:30
How it works
System compares expected cash (float + cash payments) to what you counted. Non-cash methods are listed separately — no physical count needed for MoMo.
Key fields — what each one means
Expected cash
Opening float plus all cash payments in this session.
Example: Opening GHS 200 + cash collected GHS 4,850 = Expected GHS 5,050
Counted cash
What you physically counted — enter in GHS.
Example: Counted GHS 5,050.00 · Variance GHS 0.00
Session summary
Totals by payment method for the shift.
Example: Cash GHS 4,850 · MoMo GHS 12,400 · Bank GHS 3,000 · 28 receipts
Close session
Locks the till — next payment needs a new open.
Example: Closed 14:30 · Handover slip printed for bursar
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/cashierOther payment channels
Single office payments and parent pay-by-link / online.
Other payment channels · Payments
Record Payment (office)
Record a single fee payment outside the cashier queue — bank transfer logged later, headteacher paying for a ward, or correction after cashier closed.
Read these first
Real scenario
Parent transferred GHS 800 on Friday; cashier was closed. Bursar records it Monday on Record Payment with bank reference TRF-88421.
Worked example (GHS)
Record Payment · Kwame Asante · GHS 800 Bank · 31 Aug 2026 · Partial pay · Ref TRF-88421
How it works
Same ledger as Cashier: pick student, amount, method, date, allocation. Useful when you need back-dated bank entries or notes on one transaction.
Key fields — what each one means
Student
Who is paying — links to their fee account.
Example: Kwame Asante · SUN-2026-0091 · JHS 1
Payment date
When money was received — affects Daily Close and GL posting date.
Example: Payment date 31 Aug 2026 · Value date matches bank SMS
Amount & method
GHS amount and Cash / MoMo / Bank / Cheque etc.
Example: GHS 800.00 · Method: Bank transfer · Ref: TRF-88421
Apply to invoices
Choose invoices or let system auto-allocate.
Example: Partial GHS 800 on GHS 1,630 invoice · Balance remaining GHS 830
Reference / note
Bank reference or internal note for audit.
Example: Note: GTBank deposit slip #4412
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/paymentsOther payment channels · Payments
Payment links & online payments
Let parents pay from their phone: send a payment link or they use the school portal. Successful gateway payments appear in Online Payments and on the student account.
Read these first
Real scenario
Ama still owes GHS 830 after partial pay. Bursar sends a payment link; parent pays via MoMo Sunday evening; Monday morning receipt is already on the account.
Worked example (GHS)
Payment link GHS 830 · Paid online Sunday · Receipt SUN-RC-2026-014511 auto-posted
How it works
Link carries amount and student context. Paystack (or configured gateway) settles to your bank; Clasra posts the fee receipt when payment succeeds.
Key fields — what each one means
Create payment link
Amount, student, optional expiry — share via SMS or WhatsApp.
Example: Link for Ama Mensah · GHS 830 balance · Expires 7 days
Link status
Pending, Paid, or Expired — chase parents on Pending.
Example: PL-2026-0092 · Pending · Sent to +233 24 XXX XXXX
Online Payments list
All gateway transactions — match to receipts.
Example: /dashboard/finance/online-payments · Paystack success GHS 830
Receipt auto-issue
Successful online pay usually generates a receipt like counter pay.
Example: SUN-RC-2026-014511 · Online · GHS 830 · Linked to INV-2026-0088
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/payment-linksVerify & ledger
Confirm receipts, balances, and student statements match.
Verify & ledger · Verify
Verify receipts
Every collection should have a receipt number. Use this list to reprint, audit a parent dispute, or confirm online payments landed.
Read these first
Real scenario
Parent says they paid GHS 1,630 but balance still shows GHS 830. Bursar searches Receipts for the number on their slip — finds SUN-RC-2026-014502 for full amount; second child’s account still owes.
Worked example (GHS)
Search SUN-RC-2026-014502 · Full pay Ama · Sibling account still GHS 830 outstanding
How it works
Receipts are immutable records of posted payments. Search by number, student, date, or amount.
Key fields — what each one means
Receipt number
Unique ID from your prefix — parents quote this at the office.
Example: SUN-RC-2026-014502 · GHS 1,630.00 · Ama Mensah
Payment method
Cash, MoMo, Bank, Online — matches what parent claims they paid.
Example: Method: Mobile Money · No cash in drawer for this receipt
Reprint
Print duplicate for lost slip — original stays in audit log.
Example: Reprint duplicate · Reason: parent lost copy
Void / reversal
Wrong student or amount — follow school policy; may need refund workflow.
Example: If wrong account, stop — use Refunds/Adjustments per policy, not silent delete
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/receiptsVerify & ledger · Verify
Student accounts & statements
The running story for one child: invoices issued, payments received, credits, and current balance — your source of truth when a parent argues.
Read these first
Real scenario
Board member asks why their ward shows GHS 830. Ledger shows full invoice GHS 1,630 and one payment GHS 800 — balance correct; link sent for remainder.
Worked example (GHS)
Student account · Billed GHS 1,630 · Paid GHS 800 · Balance GHS 830 · Payment link outstanding
How it works
Debits (invoices) increase what is owed; credits (payments, concessions) decrease it. Statement export is useful for PTA or court matters.
Key fields — what each one means
Current balance
What the student owes right now in GHS.
Example: Ama Mensah · Balance GHS 0.00 · Status: Clear
Invoice history
Each billing run’s charges with line items.
Example: INV-2026-0088 · GHS 1,630 · Tuition 1,200 + Feeding 300 + PTA 50 + Exam 80
Payment history
Every receipt with date and method.
Example: 31 Aug GHS 1,630 MoMo · Receipt SUN-RC-2026-014502
Export statement
PDF/print for parent meeting.
Example: Statement Term 2 · Opening GHS 0 · Billed GHS 1,630 · Paid GHS 1,630 · Closing GHS 0
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/student-accountsPlans & arrears
Payment schedules, chasing debt, and understanding aging.
Plans & arrears · Manage
Installment plans
When parents cannot pay the full term at once, split the invoice into scheduled chunks — e.g. 40% resumption, 30% mid-term, 30% before exams.
Read these first
Real scenario
Sunrise offers KG1 a standard 3-part plan on GHS 1,630. Parent of Kwame chooses installments; first GHS 652 due at resumption, not the full GHS 1,630.
Worked example (GHS)
KG1 plan · GHS 1,630 → GHS 652 + GHS 489 + GHS 489 · Due dates Sep / Oct / Dec
How it works
Plans attach to fee structures or individual accounts. Each installment has a due date; arrears reports treat overdue installments as debt.
Key fields — what each one means
When to use
Board-approved payment schedules — not for every student by default.
Example: KG1 standard plan: 3 installments · JHS may pay full term only
Plan template
Named schedule with percentages or fixed GHS amounts.
Example: KG1 Term 2 Plan · 40% / 30% / 30% of GHS 1,630
Due dates
Each slice has a date — drives reminders and arrears.
Example: Inst 1 due 5 Sep GHS 652 · Inst 2 due 15 Oct GHS 489 · Inst 3 due 1 Dec GHS 489
Assign to student
Apply plan when parent signs agreement — otherwise full invoice is due.
Example: Ama on full pay · Kwame on KG1 Term 2 installment plan
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/installmentsPlans & arrears · Manage
Arrears & aging
Who still owes money, how much, and how long it has been overdue — Current, 30, 60, and 90+ day buckets.
Read these first
Real scenario
Week 4: Mrs Adjei filters 60+ days for JHS — 12 students owe GHS 18,600. She shares list with heads for parent calls before mid-term exams.
Worked example (GHS)
Arrears · JHS · 60+ days · 12 students · GHS 18,600 · Export for follow-up
How it works
Aging uses invoice and installment due dates. Filter by class to give form teachers a call list; export for management.
Key fields — what each one means
Aging buckets
Current = not yet due or within grace; 30/60/90+ = days past due.
Example: Current GHS 12,000 · 30 days GHS 8,400 · 60 days GHS 3,200 · 90+ GHS 1,100
Student list
Name, class, balance, oldest due date.
Example: Kwame Asante · JHS 1 · GHS 830 · 15 days overdue
Class filter
Focus one form — useful for class teacher follow-up.
Example: Filter KG1 · 6 students owing · Total GHS 4,920
Export
CSV for SMS campaign or board report.
Example: Export 90+ bucket · 4 students · GHS 1,100 total
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/arrearsClose the day & books
Daily close, collection reports, and accounting journal sync.
Close the day & books · Close
Daily Close
Lock the business day: total collections, cash vs non-cash, compare to cashier sessions, note variances. Do this every collection day.
Read these first
Real scenario
After both cashier sessions close, Mrs Adjei runs Daily Close for 31 Aug: GHS 24,280 total, matches session slips and Online Payments.
Worked example (GHS)
Daily Close 31 Aug · GHS 24,280 · Cash/MoMo/Bank/Online breakdown · Day closed 16:00
How it works
Daily Close is the bursar’s sign-off. It does not replace Accounting bank recon — it confirms Finance totals for the calendar day.
Key fields — what each one means
Business date
Which day you are closing — usually today in school timezone.
Example: Business date 31 Aug 2026 · Africa/Accra
Collections total
Sum of all fee payments posted that day in GHS.
Example: Total collections GHS 24,280 · 47 payments
By method
Cash, MoMo, Bank, Online — must match cashier session summaries.
Example: Cash GHS 5,050 · MoMo GHS 12,400 · Bank GHS 3,830 · Online GHS 3,000
Close day
Finalize — later changes need adjustments with audit trail.
Example: Daily Close completed 16:00 · Signed by Mrs Adjei
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/daily-closeClose the day & books · Close
Finance reports
Collection summaries for management — by class, by fee item, collection rate, and outstanding. Export PDF or CSV for board meetings.
Read these first
Real scenario
Headteacher wants collection rate before board meeting. Mrs Adjei exports Collections by Class — KG leading at 92%, JHS needs follow-up.
Worked example (GHS)
Finance Reports · Term 2 · Collected 78% · KG1 92% · JHS 1 71% · PDF to board
How it works
Reports read the same invoices and payments as the dashboard. Pick session/term and date range before exporting.
Key fields — what each one means
Collections report
Money received in the period.
Example: Term 2 collections to date GHS 186,400 of GHS 240,000 billed · 78%
Outstanding report
Who still owes and how much.
Example: Outstanding GHS 53,600 · 62 students with balance > 0
By class
Compare collection rates across forms.
Example: KG1 92% · JHS 1 71% · JHS 2 68%
Export
PDF for board · CSV for Excel.
Example: Collections by class · Term 2 · PDF saved for PTA
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/reportsClose the day & books · Close
Accounting & GL sync
Fee payments live in School Fees immediately. General Ledger journals post when Accounting is configured — open fiscal period, mapped accounts, and auto-sync enabled.
Read these first
Real scenario
Payment succeeded but accountant sees no journal. March period was still Future — they open the period, confirm auto-sync, and re-run sync; payment was never duplicated.
Worked example (GHS)
Payment in Finance ✓ · GL journal missing → fiscal period not Open · Fix period · Journal posts · No double payment
How it works
If GL posting fails, the parent payment still stands in Finance. Check Fiscal Periods, Journals, and Accounting Settings — fix config, do not re-enter the payment.
Key fields — what each one means
Fiscal periods
Payment date must fall in an Open period.
Example: /dashboard/accounting/fiscal-periods · Mar 2026 Open
Auto-sync fee collections
Accounting Settings — when on, receipts create GL entries.
Example: Settings → Integrations → Auto-sync fee collections: ON
Journals
Look for fee receipt journals — debit bank/cash, credit fees income.
Example: /dashboard/accounting/journals · Fee receipt SUN-RC-2026-014502
Bank reconciliation
Match bank statement to GL and Finance totals — weekly or monthly.
Example: /dashboard/accounting/bank-reconciliation
Full setup guides
Deeper billing and chart-of-accounts tutorials.
Example: Billing setup: /tutorials/finance · GL setup: /tutorials/accounting
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/accounting/fiscal-periods