School Fees tutorial
Fee catalogue, structures, billing, and bursary controls — separate from Books & Supplies (uniforms and stationery). Topics are grouped by what they depend on, not menu order. Start with Foundation. App links open in a new tab; sign in for dashboard pages.
Foundation
School rules and fee catalogue — complete before billing anyone.
Foundation · Start here
Setup checklist
Your map for getting School Fees ready. It shows what is done and what is still missing before the term starts.
Real scenario
Mrs Adjei (bursar at Sunrise Academy) opens the checklist on Monday. Fee Structures and Billing Runs are still red. She works in order; by Friday all Required items are green.
Worked example (GHS)
Required: Settings ✓ · Fee Items ✓ · Fee Structures ✗ → about 40% complete.
How it works
Clasra checks real data (settings, fee items, billing, payments) and marks steps complete. It guides you — it does not move money.
Key fields — what each one means
Required
Must finish before go-live — settings, fee items, structures, and billing.
Example: Settings ✓ · Fee Items ✓ · Fee Structures ✗ (still red on checklist)
Recommended
Strongly advised before heavy collection days — cashier setup and receipts.
Example: Cashier workspace configured · Receipt prefix SUN-RC- saved in Settings
Later
Can wait until after parents start paying — reconciliation and budgets.
Example: Reconciliation and Budgets stay amber until Term 1 week 3
Progress %
Share of checklist your school has completed — share with management.
Example: Monday 40% → Friday 100% after billing run completes
Refresh
Re-reads live data after you finish a step — click after each save.
Example: After saving Fee Structures, Refresh turns the row green within seconds
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/setupFoundation · Foundation
Finance Settings
School-wide rules: currency, receipts, payment methods, how payments apply to invoices, and approval limits.
Read these first
Real scenario
Sunrise enables Cash + MoMo only, oldest-invoice-first, concessions above GHS 500 need approval.
Worked example (GHS)
Prefix SUN-RC- · MoMo reference required · Concession approval above GHS 500.
How it works
Every payment and invoice follows these rules. Set this up before billing — not on collection day.
Key fields — what each one means
Currency
All amounts display in this currency — GHS for Ghanaian schools.
Example: Currency: GHS · Receipts and invoices show ₵ or GHS consistently
Timezone
Used for Daily Close business dates and payment timestamps.
Example: Africa/Accra — a payment at 11pm counts on that Accra calendar day
Receipt prefix
Starting letters/numbers for every receipt your school issues.
Example: Prefix SUN-RC- → first receipt SUN-RC-2026-00001
Finance email / phone
Contact details printed on receipts so parents know who to call.
Example: bursar@sunrise.edu.gh · +233 24 123 4567
Payment methods
Which methods cashiers and staff may use when posting payments.
Example: Enabled: Cash, Mobile Money · Disabled: Cheque (until needed)
Allocation policy
How Clasra applies a payment when a student has more than one invoice.
Example: Oldest invoice first — GHS 500 pays January bill before February bill
Approval thresholds
Concessions, adjustments, or refunds above this amount need a approver.
Example: Concession above GHS 500 → sent to Principal Approvals queue
Finance period
Whether new payments can be posted — open or closed for the term.
Example: Term 1 open · Term 2 closed until promotion is done
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/settingsFoundation · Foundation
Fee Items
The catalogue of charge types — tuition, PTA, transport — not class amounts yet.
Read these first
Real scenario
Sunrise creates Tuition, PTA, ICT, Transport before building fee structures.
Worked example (GHS)
TUITION · Tuition Fee | PTA · PTA Dues GHS 50 | TRANSPORT · Bus Fare
How it works
Billing uses fee items as invoice lines. Keep codes stable for reports and imports.
Key fields — what each one means
Code
Short ID e.g. TUITION — keep stable
Name
Parent-facing label
Category
Tuition, Transport, Feeding, Exam, etc.
Optional
Can be skipped on billing if school allows
Active
Inactive = no new billing; history kept
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/fee-itemsFoundation · Foundation
Fee Structures
Prices per class and term — links fee items to GHS amounts.
Read these first
Real scenario
JHS 1 Term 1: Tuition GHS 1,200 + PTA GHS 50 + ICT GHS 80 = GHS 1,330 per student.
Worked example (GHS)
JHS 1 Term 1 total GHS 1,330.00 per student.
How it works
One structure = one class (or programme) for one term. Billing runs copy these amounts onto each student invoice.
Key fields — what each one means
Class / Level
Who this price list applies to
Term / Session
Academic period
Lines
Fee item + amount in GHS
Total
Sum of all lines
Status
Only active structures are used in billing
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/fee-structuresFoundation · Controls
Finance Policies
Written rules — late fees, result withholding, who approves what.
Read these first
Real scenario
Policy: no exam slip if owing > GHS 100. Arrears checked before mocks.
Worked example (GHS)
Policy: block exam slip if owing > GHS 100 · Late fee GHS 25 after 14-day grace period
How it works
Policies guide staff; Settings thresholds enforce limits in software.
Key fields — what each one means
Late fee rule
Grace days and penalty GHS
Access restriction
Unpaid fees block results or portal?
Approval roles
Who signs concessions and refunds
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/policiesBilling
Create invoices from fee structures for enrolled students.
Billing · Billing
Billing Runs
Bulk invoice creation — bill many students at once.
Read these first
Real scenario
Monday: bill all JHS for Term 1 — 240 students, 240 invoices. Spot-check three, then send reminders.
Worked example (GHS)
JHS Term 1 2026 · 240 invoices · GHS 319,200 billed.
How it works
Pick active fee structure + classes → Clasra creates one invoice per enrolled student. Preview when available.
Key fields — what each one means
Fee structure
Which price list to use
Target classes
Who gets billed
Preview
See totals before committing
Status
Running, completed, or failed
Invoices created
Count after success
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/billing-runsBilling · Billing
Invoices
The formal bill for each student — lines, balance, payment history.
Read these first
Real scenario
Kofi owes GHS 1,330. Parent pays GHS 500 → Partially paid, balance GHS 830.
Worked example (GHS)
INV-2026-00456 · Kofi Mensah · Total GHS 1,330 · Paid GHS 500 · Balance GHS 830 · Status: Partial
How it works
Status: Issued → Partially paid → Paid (or Void). Payments reduce balance; they do not delete the invoice.
Key fields — what each one means
Invoice number
Unique reference e.g. INV-2026-00456
Lines
Fee item, quantity, unit amount, line total
Total / Balance
Full amount vs still owed
Status
Draft, issued, partial, paid, void
Due date
When payment is expected
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/invoicesBilling · Billing
Student Accounts
One student's full money story — all invoices, payments, balance.
Read these first
Real scenario
Parent asks for Ama's statement: Term 1 GHS 980 billed, GHS 500 paid, balance GHS 480.
Worked example (GHS)
Ama Owusu · Term 1 billed GHS 980 · Paid GHS 500 · Outstanding GHS 480 · Print statement PDF
How it works
Best for parent questions: “How much does my child owe in total?”
Key fields — what each one means
Outstanding
Total still owed across invoices
Credit
Overpayment or refund not yet used
Open invoices
Unpaid bills
Statement
Printable summary for parents
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/student-accountsCollections
Record payments, receipts, cashier sessions, and online pay.
Collections · Collections
Record Payment
Post one payment when someone pays at the office (outside full cashier mode).
Read these first
Real scenario
Mrs Mensah pays GHS 830 cash for Kofi → receipt SUN-RC-2026-00902 → invoice paid.
Worked example (GHS)
Kofi Mensah · GHS 830.00 · Cash · INV-2026-00456 cleared.
How it works
Student + amount + method → allocate to invoice(s) → receipt issued. Do not edit posted payments — use adjustment or refund.
Key fields — what each one means
Amount (GHS)
What the parent paid
Method
Cash, MoMo, bank, cheque
Reference
MoMo or bank reference when required
Allocation
Which invoice(s) this pays
Receipt
Proof issued automatically on post
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/paymentsCollections · Collections
Receipts
Official proof of payment — search, view, reprint.
Read these first
Real scenario
Parent lost receipt. Bursar searches name and reprints SUN-RC-2026-00902.
Worked example (GHS)
SUN-RC-2026-00902 · GHS 830.00 · Cash · Kofi Mensah · Re-print (same number, not a new payment)
How it works
Every posted payment gets a receipt number. Reprint uses the same number — not a new payment.
Key fields — what each one means
Receipt number
Unique; from Settings prefix
Amount
GHS paid
Method & reference
Cash or MoMo ref
Allocations
Which invoices were paid
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/receiptsCollections · Collections
Cashier Workspace
Fast counter mode for busy days — session, search, confirm student, post fee payments.
Read these first
Real scenario
Registration day: 80 parents, two cashiers, two sessions. Principal runs Daily Close after.
Worked example (GHS)
Float GHS 200 · 47 payments · GHS 18,450 cash + GHS 6,200 MoMo.
How it works
Open session → find student → confirm → post payment → close session → totals feed Daily Close. Books and uniforms use the separate materials counter.
Key fields — what each one means
Session
One till shift; groups today's collections
Opening float
Cash in drawer at start (GHS)
System total
What Clasra recorded
Declared total
What cashier counted at close
Variance
Difference — reason required if not zero
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/cashierCollections · Collections
Online Payments
Monitor gateway payments parents make on phone or web.
Read these first
Real scenario
Parent pays GHS 1,330 via MoMo at night. Next morning bursar sees Success — no manual entry.
Worked example (GHS)
Paystack PS-884921 · Ama Owusu · GHS 1,330.00 · Success · 22:41 · Receipt auto-issued
How it works
Parent pays online → gateway confirms → Clasra records payment + receipt. Watch failed or pending rows.
Key fields — what each one means
Gateway reference
Paystack transaction ID
Status
Pending, success, failed
Student
Who was credited
Settlement
When money reached your account
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/online-paymentsCollections · Collections
Payment Links
Send a link (SMS/WhatsApp) so a parent pays a specific balance online.
Read these first
Real scenario
Arrears show GHS 480 owed. Bursar sends link; parent pays from home.
Worked example (GHS)
Payment link · Ama Owusu · GHS 480 outstanding · Expires 7 days · Paid via MoMo from home
How it works
Generate link for student + amount → parent pays → same flow as online payments.
Key fields — what each one means
Student / balance
What the link pays toward
Amount
Fixed or full outstanding
Expiry
Link stops working after this date
Link URL
Share with parent
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/payment-linksExceptions
Concessions, adjustments, refunds, and instalment plans.
Exceptions · Exceptions
Approvals
Second pair of eyes for concessions, adjustments, refunds above limits.
Read these first
Real scenario
GHS 800 concession waits for principal. VP approves Tuesday; balance updates.
Worked example (GHS)
Concession request GHS 800 · Requester: Bursar · Approved by VP · Tue 14:30 · Balance updated
How it works
Request in queue → approve or reject → ledger updates only after approval.
Key fields — what each one means
Request type
Concession, adjustment, refund
Amount (GHS)
What is at stake
Requester
Who submitted
Approve / Reject
With optional comment
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/approvalsExceptions · Exceptions
Concessions
Reduce what a student owes — scholarship, sibling discount, waiver.
Real scenario
Staff child: 25% off tuition (GHS 300). Principal approves in Approvals queue.
Worked example (GHS)
Sibling discount · 25% off tuition · Credit GHS 300 · Pending → Approved by Principal
How it works
Lowers balance. Large amounts may need Approval. Always record a reason.
Key fields — what each one means
Type
Scholarship, sibling, hardship, etc.
Amount / %
Reduction in GHS
Target
Invoice or fee line
Reason
Required for audit
Approval
Pending until principal approves
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/concessionsExceptions · Exceptions
Adjustments
Fix billing mistakes — wrong amount, duplicate line, goodwill credit.
Read these first
Real scenario
Student billed twice GHS 1,330. Credit adjustment GHS 1,330 — invoice stays for history.
Worked example (GHS)
Credit adjustment GHS 1,330 · INV-2026-00456 · Reason: DUPLICATE_CHARGE · Balance now GHS 0
How it works
Credit adjustment reduces owing; debit increases owing. May need approval if large.
Key fields — what each one means
Type
Credit, debit, concession, waiver
Amount (GHS)
Size of correction
Invoice / line
What you are fixing
Reason code
DATA_ERROR, DUPLICATE_CHARGE, etc.
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/adjustmentsExceptions · Exceptions
Installment Plans
Split a large bill into scheduled parts with due dates.
Read these first
Real scenario
Principal approves 3-month plan on GHS 2,000 balance.
Worked example (GHS)
GHS 1,330 → GHS 500 (Feb) + GHS 415 (Mar) + GHS 415 (Apr).
How it works
Agreed schedule → parent pays each slice → missed dates still show in arrears.
Key fields — what each one means
Source invoice
What is being split
Instalments
Amount + due date each
Status
Active, completed, defaulted
Remaining
What is still due on the plan
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/installmentsExceptions · Exceptions
Refunds
Give money back — overpayment, withdrawal, cancelled fee.
Read these first
Real scenario
Withdrawal mid-term: refund GHS 100 of GHS 200 feeding fee by MoMo after approval.
Worked example (GHS)
Refund GHS 100 · MoMo to parent · From payment SUN-RC-2026-00712 · Reason: withdrawal mid-term
How it works
Money leaves the school. Cannot refund more than was paid or credited.
Key fields — what each one means
Related payment
What you refund from
Refund amount
GHS going out
Method
Cash, MoMo, bank
Reason
Withdrawal, overpay, etc.
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/refundsControls
End-of-day close and matching collections to bank or MoMo.
Controls · Controls
Daily Close
End the bursary day (Africa/Accra): review sessions and lock posting.
Read these first
Real scenario
Friday 4pm: lock 28 Feb. Forgot one GHS 50 payment — reopen, post, lock again.
Worked example (GHS)
28 Feb 2026 · 2 cashier sessions · Cash GHS 18,450 · Variance GHS 0 · Day locked at 16:05
How it works
Cashiers close → supervisor reviews → lock day. Locked = no new counter posts until reopen with reason.
Key fields — what each one means
Business date
Accra calendar day
Session totals
Per cashier, per method
Variance
Declared vs system
Day lock
Blocks new payments until reopened
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/daily-closeControls · Controls
Reconciliation
Match Clasra totals to bank, MoMo, and cash counted.
Read these first
Real scenario
MoMo report GHS 6,180 vs Clasra GHS 6,200 — one wrong reference found in Audit Log.
Worked example (GHS)
MoMo channel · Clasra GHS 6,200 · Bank statement GHS 6,180 · GHS 20 gap → wrong ref fixed
How it works
Compare period totals → mark matched → investigate gaps before month-end.
Key fields — what each one means
Channel
Cash, MoMo, bank
Clasra total
System sum
Statement total
External proof
Unmatched
Needs investigation
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/reconciliationInsight
Dashboards, arrears, reports, audit, and reminders.
Insight · Overview
Finance Dashboard
The control room: how much you expected to collect, what came in, and what parents still owe — all in GHS.
Read these first
Real scenario
After Term 1 billing (GHS 450,000 expected), only GHS 120,000 is collected in week one. The dashboard shows that gap — normal during collection week.
Worked example (GHS)
Expected GHS 450,000 · Collected GHS 120,000 · Outstanding GHS 330,000.
How it works
Totals come from invoices and payments for the dates you pick. After billing, Outstanding rises; as parents pay, Collected rises.
Key fields — what each one means
Expected
Total fees billed — the sum of all invoices issued for the period you selected.
Example: Term 1 billing complete → Expected shows GHS 450,000.00
Collected
Money actually received — cash, MoMo, bank, and online payments posted.
Example: Week one of collection → Collected GHS 120,000.00
Outstanding
Still owed on issued invoices — Expected minus Collected (before credits).
Example: GHS 450,000 expected − GHS 120,000 collected = GHS 330,000 outstanding
Credits
Overpayments or approved credits sitting on student accounts.
Example: Parent paid GHS 1,400 on GHS 1,330 invoice → GHS 70 credit on account
Date filter
Focus the dashboard on this term, month, or custom range.
Example: Filter: Term 1 2025/2026 · 1 Sep – 15 Dec
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/financeInsight · Insight
Arrears Report
Who still owes — school-wide list with aging.
Read these first
Real scenario
Week 3: 62 JHS students owe GHS 41,000. Export for class teachers.
Worked example (GHS)
Ama Owusu · P4A · GHS 480 · 15 days overdue.
How it works
Outstanding balances after billing. Used for reminders and management follow-up.
Key fields — what each one means
Class filter
Focus one cohort
Amount owed
GHS per student
Aging
How long overdue (0–30, 31–60, 60+ days)
Export
CSV for follow-up
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/arrearsInsight · Insight
Finance Reports
Exportable numbers for PTA, board, auditors.
Read these first
Real scenario
Board asks collection rate: export by class — JHS 78%, Primary 65%.
Worked example (GHS)
Collections by class · Term 1 2026 · JHS 78% · Primary 65% · Export PDF for board meeting
How it works
Pick report + dates → preview → PDF/CSV. Same money as dashboard, more detail.
Key fields — what each one means
Report type
Collections, outstanding, etc.
Period
Term or custom range
Filters
Class, campus, fee category
Export
PDF / CSV / Excel
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/reportsInsight · Insight
Audit Log
A diary of who changed what — payments, concessions, settings, refunds.
Real scenario
A parent says they paid GHS 200 yesterday. Bursar filters by student and finds payment at 10:14 with receipt SUN-RC-2026-00891.
Worked example (GHS)
Actor: Mrs Adjei · Action: payment posted · Student: Kofi Mensah · GHS 200.00 · 10:14 · Receipt SUN-RC-2026-00891
How it works
Sensitive actions write a record (who, when, before/after). Records are not deleted — use for disputes and reviews.
Key fields — what each one means
Actor
Staff member who performed the action
Action
e.g. payment posted, concession approved
Entity
Invoice, payment, student, or settings
Before / After
What changed, when available
Date filter
Investigate one day or one term
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/auditInsight · Insight
Notifications
Automated fee reminders and payment confirmations.
Read these first
Real scenario
Reminder 3 days before due: “Balance GHS 480 for Ama Owusu…”
Worked example (GHS)
SMS: Dear parent, Ama Owusu owes GHS 480 for Term 1. Due 15 Mar. Pay at office or online.
How it works
Templates + timing → SMS/email when enabled.
Key fields — what each one means
Template
Message text with GHS amounts
Trigger
Due date, overdue, payment success
Test send
Try before mass send
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/notificationsAdmin & planning
Imports, expenses, budgets, and privileged tools.
Admin & planning · Admin
Bulk Imports
CSV upload for go-live — fee items, structures, opening balances.
Read these first
Real scenario
Migrate 400 students: import items, then structures, then balances — dry-run first.
Worked example (GHS)
fee-items.csv dry-run · 12 rows · 0 errors → live import · 12 items created in 30 seconds
How it works
Template → fill → dry-run (errors only) → live import.
Key fields — what each one means
Import type
Items, structures, balances
Dry-run
Validate without saving
Row errors
Line number + fix hint
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Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/importsAdmin & planning · Admin
Expenses
Money going out — utilities, repairs, supplies (not student fees).
Real scenario
GHS 2,400 bus diesel logged under Transport expense.
Worked example (GHS)
Expense · Transport · Bus diesel · GHS 2,400 · Vendor: Total Energies · Date: 12 Feb 2026
How it works
Record spend → optional budget link → compare plan vs actual.
Key fields — what each one means
Category
Utilities, maintenance, etc.
Amount (GHS)
Spend
Vendor / note
Audit trail
Budget line
Optional plan link
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/expensesAdmin & planning · Admin
Budgets
Plan income and spend for a term; track variance.
Read these first
Real scenario
Term plan: income GHS 500,000, expenses GHS 420,000. Mid-term 90% collected.
Worked example (GHS)
Term 1 budget · Planned income GHS 500,000 · Planned spend GHS 420,000 · 90% collected mid-term
How it works
Planned GHS lines vs actual collections and expenses.
Key fields — what each one means
Period
Term or year
Income lines
Expected fee collections
Expense lines
Planned spend
Variance
Over or under plan
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/finance/budgetsAdmin & planning · Admin
Finance Admin
Advanced tools for school admin — not for daily cashier work.
Read these first
Real scenario
Head admin fixes mis-linked academic period after migration — notes reason in audit.
Worked example (GHS)
Admin action · Fix session-term link · Reason: migration cleanup · Logged in Audit Log
How it works
Privileged fixes; changes should appear in Audit Log.
Key fields — what each one means
Access
ADMIN / SUPER_ADMIN only
Actions
Maintenance and privileged config
Warning
Can affect live ledgers
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/dashboard/finance/admin