Transaction Management
Record and manage all school fee payments and other institution revenues.
Introduction
Transactions allow you to record all payments made by students and external revenues of the institution. Each transaction is linked to a student or marked as external, and associated with one or more fee categories.
Good to know
A transaction can be created manually by a manager or automatically via validated mobile payments. Each transaction automatically generates a printable receipt.
Transaction Types
GO4SFEES supports two main types of transactions according to their nature.
School Fees
Payments related to school fees for students enrolled in the institution.
- Tuition Fees
- Registration Fees
- Exam Fees
- Transport Fees
- Cafeteria Fees
- Extracurricular Activities
Other Transactions
External revenues not related to student school fees.
- Donations
- Subsidies
- Facility Rental
- Supplies Sale
- Other Revenue
Record Student Transaction
A student transaction records a payment made by a parent or guardian for the school fees of one or more students.
Recording Steps
Select Student
Search for and select the student concerned by the payment.
View Expected Payments
The system automatically displays all expected payments for the student with their remaining amounts.
Enter Amount
Enter the amount paid by the parent. You can:
- • Pay one or more fees in full
- • Make a partial payment on a fee
Select Payment Method
Choose the method used (Cash, Mobile Money, Transfer, Check).
Record Transaction
Validate the transaction. The system automatically updates expected payments and student status.
Records the transaction
Records and generates receipt
Expected Payments
Expected payments represent the amounts each student must pay according to configured fee settings. They are automatically generated when fees are locked.
Pending
No payment has been made yet
Partial Payment
Part of the amount has been paid
Paid
The full amount has been settled
Important
Expected payments are automatically updated with each new transaction. A student is considered up to date when all their mandatory expected payments are marked as 'Paid'.
Applying Discounts
Discounts can be applied automatically or manually when recording a transaction.
Percentage Discount
Reduces the amount by a certain percentage.
Fixed Discount
Reduces the amount by a fixed value.
Automatic Application
Discounts configured in fee settings (sibling, merit, staff) are automatically applied when generating expected payments.
Payment Methods
Select the method used by the parent to make the payment.
Mobile Money
Orange Money, MTN MoMo
Bank Transfer
Bank transfer or deposit
Cash
Cash payment
Check
Check payment
Transaction List
View the complete history of all recorded transactions with advanced filters.
Available Filters
- By date or period
- By student
- By fee category
- By payment method
- By amount
- By status
View
View transaction details
Edit
Modify an unvalidated transaction
Print payment receipt
Best Practices
Verify Amounts
Always verify the amount with the parent before recording the transaction.
Document Payments
Always print a receipt for each recorded transaction.
Prompt Recording
Record transactions on the same day as payment for up-to-date accounting.
Automatic Notifications
Parents automatically receive a mobile app or email notification after each payment.
Frequently Asked Questions
Can I delete a transaction?
Transactions cannot be deleted to maintain financial integrity and audit trail. However, you can void a transaction if it was recorded in error. Voided transactions are marked as such and remain in the system for record-keeping purposes.
How do I record a cash payment?
Select 'New Transaction' from the dashboard, choose the student, select 'Cash' as the payment method, enter the amount and select which fees it applies to, then save. A receipt will be generated automatically for printing.
Can I edit a transaction after creation?
You can edit certain fields of a transaction within 24 hours of creation, such as notes or fee allocation. However, the amount and payment method cannot be changed for security reasons. For major corrections, void the transaction and create a new one.
How do I handle refunds?
Refunds should be recorded as negative transactions. Create a new transaction with a negative amount, select the appropriate fee category, and add a note explaining the reason for the refund. This maintains a complete financial audit trail.
Can I record partial payments?
Yes, partial payments are fully supported. When recording a transaction, you can enter any amount less than the total expected. The system automatically calculates the remaining balance and updates the student's payment status accordingly.
