Student payment management software, from receipt to net result
Every payment is dated, numbered and tied to a student, a purpose and an installment. Today's total, the month's total and your net result can be read straight off the screen, with no spreadsheet.
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A cash journal, month by month
Every payment the center collects lands in a single journal, one month at a time. At the top: today's total, the month's total (net of refunds) and the VAT collected, with a card for each payment method used.
The journal exports to Excel or prints as a PDF. There is no opening or closing of the cash desk: every payment is time-stamped and stands as the record.
One payment, one purpose, one receipt
- Purpose: registration fee, tuition, materials, exam fee or other. For tuition you pick the installment being settled, and the amount fills in with what is still due.
- Method: cash, Mobile Money, card, bank transfer or cheque. For Mobile Money you enter the transaction reference, whichever operator it came from (MTN MoMo, Orange Money, Wave, Moov Money, Airtel Money, M-Pesa).
- VAT included: the center's rate is suggested, the payer pays the amount entered and the VAT portion shows in the journal.
- Two unique numbers: the PAY- reference of the entry and the FAC- number of the invoice handed to the payer. Each counter restarts every year, and a number is never reused.
- The A5 receipt prints or saves as a PDF, with the amount in words, and is e-mailed to students who have an address once the center's e-mail is set up.
Installments, promotions and refunds
Tuition can be paid in 1 to 12 dated installments. Each payment moves the installment you chose forward, and the balance is always recalculated from the payments, never typed in by hand. A session promotion (a percentage or a fixed amount) is picked when the payment schedule is created.
A confirmed payment can be neither edited nor deleted. To return money or fix a mistake, an administrator records a refund: a negative line with its reason, carrying the original invoice number and reopening the installment concerned.
Expenses and net result
Rent, electricity, supplies, marketing, transport, taxes: expenses are entered by category and by month. The financial report turns them into a net result before VAT: payments collected, minus VAT collected, payroll paid and expenses, over a day, a month or a year.
Revenue is also split by payment method and by purpose, and exports to CSV.
Frequently asked questions
How do I manage student payments?
Record each payment at the cash desk: student, purpose, method and, for tuition, the installment being settled. Palatryx hands over a numbered receipt, updates the balance and adds up the day's and the month's totals. A mistake is fixed with a refund, never by erasing a line.
Can a payment entered by mistake be deleted?
No, and that is deliberate: a confirmed payment is never erased. You refund it in full with the reason 'Entry error', then record the correct payment.
See also
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