# Invoice & Payment # Payment # Payment This payment is used to receive payment from parents/students for their monthly invoices.
How to take the payment? Ans: From the side menu bar, under Invoice & Payment, find the Payment options and click on them. Search for the name of the Students you wish to take the payment for. Upon selecting the student you will see the total due for that student, and in “Received Amount”, add the amount paid by the parents/students.
How to change the payment method? Ans: On the payment page, after you have selected the student. Under “Payment Method”, you can switch between various payment options according to the requirement.
Why is it necessary to select the payment method? Selecting the right payment ensures a proper report later from which mode the payment has been done with the amounts if the school wishes to view them.
# Quick Payment This type of payment is used to receive payment from students for minor fees, which necessarily does not need to be included on the main invoice and the students will make the payment for that individual fee/ item, making it a quick transaction. Eg. For Students who purchase stationery items from the school, where they can directly pay for that item, he gets the receipt for that item, he would not want that item to be included in their main invoice.
and click on it. Search for the name of the Students you wish to take the Quick payment for. Upon selecting the student, search for the Fee name, select it, enter the amount and submit it.
# General Payment This type of payment is used to receive payment from the students/parties which is not present in our system. For eg. the passed-out students whose record is not in our system, and if they had come to make the incomplete payment then it can be used.
How to activate General Payment? Ans: Go to the configuration inside settings in the sidebar then activate the “General Payment” inside the Payment Configuration then click on the submit button. Reload the page now you can see the general payment option inside payment in the sidebar.
How to take General Payment? Ans: Go to the Payment option inside Invoices & Payment in the sidebar then click on the general payment then fill in all the blank fields search for the fee that is being paid fill/change the amount if required then click submit.
# Payment Refund This is used to refund the advance amount in a student account. If an extra payment has been made to a certain student and has not been deducted by any invoice then that extra amount can be refunded in case of a student leaving school or parents wanting that amount back.
How to enable Payment Refund? Ans: Search the student name in the top search bar and click on the student name then go to configuration and enable the “Enable Payment Refund” option.
How to Payment Refund? Ans: Go to the payment inside payment & invoices in the sidebar then click on the “Payment Refund” option then search for the student name and click on it. Their total refundable amount is shown on the side of “Refundable Amount”. Now type the amount you want to refund less than or equal to the refundable amount. Fill in the “Received By:” and “Remarks” and then click on submit.
# Payment Rectify This is used to refund the advance amount in a student account based on a certain receipt. The functionality is the same as “Payment Refund” but here extra amount in a particular receipt can only be refunded based on the receipt number.
How to do Payment Reverse? Ans: Go to the payment inside payment & invoices in the sidebar then click on the “Payment Reverse” option then search for the receipt number. Their advanced reversible amount in each topic is shown in the Refundable amount column. Type the amount that is to be reversed in each fee topic less than or equal to the refundable amount. Fill in the “Received By:” and “Remarks” then click on submit.
# Search Payment This is used to find the receipt in a print format. This receipt can be searched based on the receipt number. So, the receipt number must be known to use this feature.
How to use Search Payment? Ans: Go to the payment inside payment & invoices in the sidebar then click on the “Search Payment” option then type the receipt number of payment to be searched.
# Invoices # Invoices Invoices are the claim bill, bill that the school sends every month/period to the students regarding their school/college due amount.
How to add an additional fee? Ans: Go to the Invoices option inside Invoices & Payment in the sidebar then click on the invoices then select the grade from “Select grade” then the student list will appear then select the students and click on the “Assign Additional Fee” then search for the fees that you want to add to students and select it then select the periods that fee is being added then click submit to save.
How to add a customs fee? Go to the Invoices option inside Invoices & Payment in the sidebar then click on the invoices then select the grade from “Select grade” then the student list will appear then select the students and click on the “Assign Custom Fee” then select the fees that you want to add to students.Select the discount if you want to give a preset discount or type the amount to be taken to add manually then select periods for which the custom amount is to be set. Now you can submit to save the changes.
How to make an Invoice? Ans: Go to the Invoices option inside Invoices & Payment in the sidebar then click on the invoices then select the grade from “Select grade” then the student list will appear then select the students and click on the “Generate Invoice” then select the month/period for which invoice is to be created. Now you can click on the preview invoice if you want to check the invoice and then click on generate invoice to generate or you can directly click on generate an invoice and click on the print option to print the invoice.
This is used to generate the bill for a known payable amount by the student within a certain period. \* Why is the discount amount not shown in invoices with the fee topic? Ans: First we have to put a default amount in the fee structure, then we need to assign the fee to the students with custom discount, then we need to generate the invoice then, only we can see From the discount and scholarship options we can define the discount and scholarship which needs to be provided to the students. From this option, we can define discounts and the discounted amount in the invoice. # Quick Invoice This is used to create the due bill for goods and services that is not included in the periodic invoice and the bill for those items is currently given to students. For example: IF a student takes the coaching and that fee was not included in the periodic invoice then a quick invoice can be created for that fee and given to the student and the amount is added on due.
How to make a Quick Invoice? Ans: Go to Invoice inside Invoices & Payments then click on “Quick invoice”. Select the period for which a quick invoice is created then type the student name and click on it.Type the fee amount which is to be invoiced and type the fee if a change on the default fee is required. Now click submit to generate an invoice and click on Print to print the generated invoice.
# Miscellaneous Fee This is used to add the due on the student’s account and reflect it on the next period's invoice for the goods and services that the student takes which is not included on the previous period's invoice. In this, no current bill is created and items and their amount is reflected in the next period invoice. For Example: If a student takes stationery items from school and requests to add them in the next invoice then a miscellaneous fee is created.
How to add Miscellaneous Fees? Ans: Go to the Invoices option inside Invoices & Payment in the sidebar then click on the invoices then select the grade from “Select grade” then the student list will appear then select the students and click on the “Create Miscellaneous Fee” then type the name of the fee to be added and select it. Change the number of items in “Quantity” ar fees from the “Total” column if required. Click on submit to save changes.
# Regenerate Invoices This is used for the correction in generated invoices. If a student has to pay a certain fee or get a discount and it is not added while generating an invoice then the adjustments can be made and “Regenerate invoice” can be used for correction. Regenerate Invoice automatically voids the old mistake invoice and generates a new invoice with the new invoice number.
In which case we will use a regenerated invoice? Ans: Regenerate invoice is used in a cash-based system to make the necessary correction in the previously generated latest invoice. First, necessary adjustments should be made using an additional/custom fee before regenerating the invoice.
How to regenerate an invoice? Ans: Go to the Invoices option inside Invoices & Payment in the sidebar then click on “Regenerate Invoice” then select the class and period for which the invoice is to be regenerated. You can also search for a particular student by name from the search bar. Select the invoice to be regenerated and click on regenerate. The new corrected invoice is generated and can be printed by clicking the print button.
How to void invoices in bulk ? Ans: Go to invoice option and then go to regenerate option, after that select class, section and period and then submit. After the submit option the list of invoice of a particular selected class are displayed and after that click on select all option and click on void.
What are the access that must be given for a staff to regenerate an invoice? Ans: Regenerate invoice and void invoice are the access that must be given for a staff to regenerate invoice.
# Search Invoice This is used to search the invoice in a print format based on the invoice number.
How to Search for an Invoice? Ans: Go to the Invoices option inside Invoices & Payment in the sidebar then click on “Search invoice”.Type the invoice number that you want to search for.
# Invoice Notification This is used to send the notification of the generated invoice in the student's app.
How to send Invoice notifications? Ans: Go to the Invoices option inside Invoices & Payment in the sidebar then click on “Invoice Notification”.Select the period for which invoice notification is to be sent then the list of classes appears and three options are available which are; 1. All students via APP: Sends a notification to the student's app to all the students in class 2. All students via APP & SMS: Sends a notification to the students' app and SMS to Veda's registered phone number to all the students in a class. 3. Some Students: Let's choose Students to whom Notifications and SMS are to be sent. You can choose an option according to your requirements.
# Bulk Invoice Action This is also used to create a Credit or Debit note but for multiple invoices at once.
In which condition bulk invoice actions can be used? Ans: It can be used when multiple invoices have adjustments of the same type ie: credit or debit.
How to use Bulk Invoice actions? Ans: Go to the Invoices option inside Invoices & Payment in the sidebar then click on “Bulk Invoice Actions” then select the period and other required filters and click submit. Select the invoices that are to be adjusted and then click on create credit note or create debit note as per requirement. Now you can add an amount to be adjusted according to the invoice number. Select a category according to the type of adjustment add a note and submit to create a debit or credit note
# Deposit # Deposit Here we can record the security deposit of the students, which will be refunded back to students when needed. # Debit Note # Debit Note Debit Note is used to adjust the generated invoice if some fee topic is missed while generating them and also if the fee amount is to be increased for the already existing fee topic.
How to issue a Debit Note? Ans: Click on Debit Note from the side menu bar. On the Top Right corner, click on the button named, “Create Debit Note”. Then search for the invoice number you wish to issue the Debit Note. After searching for it, you will see the fee names for which the respective invoice was generated. Now you can add the outstanding amount on the following fee name or add a new fee topic if that fee topic was missed before.
How will issuing a Debit Note affect its respective invoice? Ans: Issuing a Debit Note doesn’t affect its respective invoice, the invoice doesn’t change. The generated invoice is the same, then again it effects the overall invoice amount or the due amount to be paid by the students. The effect is seen on the ledger of the students where they can see the amount added adjusted on their due balance.
# Credit Note # Credit Note
How to issue a Credit Note? Ans: Click on Credit Note from the side menu bar. On the Top Right corner, click on the button named, “Create Credit Note”. Then search for the invoice number you wish to issue the Credit Note. After searching for it, you will see the fee names for which the respective invoice was generated. Now you can deduct the outstanding amount on the following fee name.
How will issuing a Credit Note affect its respective invoice? Ans: Issuing a Credit Note doesn’t affect its respective invoice, the invoice doesn’t change. The generated invoice is the same, then again it affects the overall invoice amount or the due amount to be paid by the students. The effect is seen on the ledger of the students where they can see the amount deducted adjusted on their due balance.