Check the fee payment proofs families send, and record cash paid at the office
Families send a payment with its receipt; the office accepts it, or rejects it with a reason they can read. Cash at the office is recorded too.
Every screen in the films is the real product, shown on a demo school made for them.
Matching UPI screenshots on WhatsApp to a fee register is slow and easy to get wrong. Here the family records the payment against the fee itself, with the amount, the reference and a photo of the receipt, and the office checks it with everything side by side.
The film shows both sides: a family recording a UPI payment on the student dashboard, the office accepting one proof and rejecting another, and a cash payment recorded at the office.
Step by step
The family sees what is due
On the student dashboard, Fees shows what is due and how to pay, with the school's payment details.
Watch from 0:12The family records the payment
After paying by UPI, they press Record payment on that fee, pick UPI, type the amount and the reference from the receipt, and add a photo of the receipt. Once sent, it waits under Payments sent until the school checks it.
Watch from 0:12Open the proofs to check
On the school admin dashboard, the badge on Fees counts the proofs waiting for you. Press Fees, then the Proofs tab.
Watch from 0:52Accept a proof that matches
Press a student's name to open their proof. The receipt sits beside the payment's details, so you can check that the amount and the reference match. Press Accept: the fee is marked paid and the family is told.
Watch from 0:52Reject a proof, with a reason
If something is missing, such as the photo of the receipt, press Reject, type the reason, and press Reject proof. The family sees your reason under Payments sent on their Fees page, so they can send it again.
Watch from 1:23Record cash paid at the office
For cash, open the fee yourself: the Student fees tab, then Overdue, then the student. Press Record a payment, type the amount, pick Cash and press Save payment. The fee shows as paid.
Watch from 1:48
Good to know
Write a reason the family can act on
The reason you type when you reject a proof is exactly what the family reads. In the film it asks for a photo of the receipt, which tells them what to send.
Paid when the school accepts
A payment the family records waits under Payments sent. The fee turns to paid when the office presses Accept.
A sample receipt
The receipt in the film is a sample marked SAMPLE, on a demo school. The proofs were sent, accepted and rejected for real, and put back afterwards.
Questions
- How do parents send proof of a UPI fee payment?
- On the student's Fees page, they press Record payment on the fee, choose UPI, type the amount and the reference, and add a photo of the receipt.
- What happens when the school rejects a payment proof?
- The family sees the reason on their Fees page, under Payments sent, and can send the payment again.
- Can the office record a fee paid in cash?
- Yes. Open the student's fee, press Record a payment, type the amount, choose Cash and press Save payment.
What the film saysThe narration, scene by scene.
Payment proofs. This is the school admin dashboard. Here is how to check the payment proofs families send, and record a payment yourself.
The family's side. First, the family's side. On the student dashboard, Fees shows what is due, and how to pay.
Tell the school. After paying by UPI, press Record payment on that fee.
The payment, and its receipt. Pick UPI. Type the amount, and the reference from the receipt. Then add a photo of the receipt.
Sent. Press Record payment. The payment is sent. Under Payments sent, it waits for the school to check it.
The school's side. Back on the school admin dashboard, the Fees badge counts the proofs to check. Press Fees, then the Proofs tab.
A proof, with its receipt. Press Demo Student. The receipt is here, beside the payment's details. The amount and the reference match.
Accept. Press Accept. The fee is paid, and the family is told.
No receipt. Press Ishita. No receipt was added. Press Reject, and type why: please add a photo of the receipt. Then press Reject proof.
The family sees why. On Ishita's Fees page, Payments sent shows the reason, so the family can send it again.
Paid at the office. Paid in cash at the office? Open the fee: press the Student fees tab, then Overdue, then Arjun.
Record a payment. Press Record a payment. Type the amount, pick Cash, and press Save payment.
Paid. Arjun's fee is paid.
Coming up. Next: Fee reminders to parents, by email.
Watch next
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