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Finance & Cashiering Overview
Purpose
Record payments, manage invoices and official receipt (OR) numbers, and view student ledgers.
Who can access it
| Page | Address | Roles |
|---|---|---|
| Cashier terminal | /finance/cashier | cashier_admin, finance, admin |
| Cashier setup (number ranges) | /cashier-admin | cashier_admin, finance, admin |
| Non-student payments | /finance/non-student-payments | cashier_admin, finance, admin |
| Student Finances (per student) | /registrar/students/ followed by the student number and /finances | cashier_admin, finance, admin |
| Ledger | /finance/ledger | registrar, finance, admin |
| Student billing, payment descriptions, payment modes, debit/credit, OR and invoice reports | /finance/... | finance, admin |
| Payment actions (void and retract) | /finance/payment-actions | admin |
| Invoices and payment details (admin tools) | /admin/invoices, /admin/payment-details | admin |
| Tuition years | /finance/tuition-years | registrar, admin |
How to access it
The Finance group in the sidebar is shown to admin, finance and cashier admin.
Main functions
| Page | Read more |
|---|---|
| Find a student and see their ledger | Student Ledger |
| Create and manage invoices, billing items, payment descriptions, admin invoices | Invoices |
| Record a payment, manage payment modes and non-student payees | Cashier |
| OR and invoice numbers, cashier setup, receipts | Cashier Administration |
| Cancel or remove a payment | Payment Actions |
| Edit a payment record directly, or post a debit/credit adjustment | Payment Details & Corrections |
| Set up the tuition fee schedule | Tuition Years |
| OR and invoice reports | OR & Invoice Reports |
Step-by-step usage
The end-to-end flow is in Payment Workflow.
Important fields/actions
- To record payments, your staff account must be set up as a cashier with number ranges. See Cashier Administration.
Validation or restrictions
Several screens and server rules use different role lists. See the Known Issues.
Related workflows
Payment Workflow, Admissions Journey (application and reservation fees), Student Enrollment (tuition).
Known limitations
⚠️ Known Issue
- Some Finance screens are shown to roles that the server refuses for certain actions (KI-14).
- Payment status changes depend on how the payment description is worded (KI-16).
- The online payment gateway is not used by this application's screens, and its confirmations are not signature-checked (KI-12).
See Known Issues.
⚠️ Needs verification: Payment Descriptions and Payment Modes now have a short description on Cashier and Invoices, and Tuition Years and Payment Details & Corrections now have their own pages — but none of these five have been walked through screen by screen yet, so treat their content as a starting point only.