Invoice Management

This chapter covers how to manage invoices for student fees in the School Management System.

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Overview

Invoices are generated automatically when fees are assigned to students. Each invoice represents a payment demand for specific fees during a defined period. This module handles invoice generation, modification, and tracking.

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Accessing Invoice Management

• Log in as Administrator or Accountant

Navigate to Fees → Invoices

View all invoices in the system

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Understanding Invoices

Invoice Components

Each invoice contains:

Invoice Number - Unique identifier

Invoice Date - When created

Due Date - Payment deadline

Student Information - Name, class, section, ID

Fee Details - Itemized list of fees

Discounts - Any concessions applied

Total Amount - Amount payable

Status - Current state

Invoice Statuses

Generated - Newly created, payment not yet received

Partial Paid - Some payment received

Fully Paid - Complete payment received

Cancelled - Voided invoice

Expired - Past due date (after follow-up period)

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Viewing Invoices

List View

Go to Fees → Invoices

View all invoices with columns:

- Invoice number - Student name - Amount - Due date - Status

Filtering Invoices

Filter by:

• Class/Section

• Status (Paid/Unpaid/Partial)

• Date range

• Fee type

Student name/ID

Individual Invoice Details

Click on any invoice to view:

• Complete fee breakdown

• Payment history

• Notes

Print/export options

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Generating Invoices

Automatic Generation

When fees are assigned to students, invoices are created automatically based on settings:

Go to Settings → Fee Settings

Configure:

- Auto-generate invoices - Enable/disable - Generation timing - Immediate or scheduled - Invoice prefix - e.g., "INV-2024-"

Manual Invoice Generation

Create invoices manually for special cases:

Go to Create Manual Invoice

• Select student

• Add fee items manually

• Set due date

Generate invoice

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Modifying Invoices

Editing Invoice Details

To change due date or add notes:

• Find the invoice

Click Edit

• Modify allowed fields

Save changes

Note: Cannot modify amounts or fee items on invoices with payments.

Adding Extra Charges

To add additional charges:

• Find the invoice

Click Add Extra Charge

• Select charge type

• Enter amount and description

Confirm - invoice updates with new total

Applying Discounts

To add discount to existing invoice:

• Find the invoice

Click Add Discount

• Select discount type

• Enter amount or percentage

Confirm - invoice recalculates

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Cancelling Invoices

Full Cancellation

To completely cancel an invoice:

• Find the invoice

Click Cancel

• Enter reason

Confirm

Effects:

• Invoice marked as cancelled

• Associated fee assignment may be affected

Payment history preserved

Cancellation with Refund

If invoice was paid:

• First reverse the payment

• Then cancel the invoice

Process refund to parent

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Invoice Templates

Customizing Invoice Design

Go to Settings → Invoice Settings

Configure:

- School logo - Header text - Footer information - Color scheme - Additional fields to display

Invoice Numbering

Configure how invoice numbers are generated:

• Prefix (e.g., "INV-")

• Starting number

• Suffix (e.g., "-2024")

Reset frequency (yearly/monthly)

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Sending Invoices

Print Invoices

• Select invoice(s)

Click Print

Choose print options:

- Single or bulk - Include receipts - Student address format

Print or save as PDF

Email Invoices

• Select invoice(s)

Click Email

• Preview email template

Send to parent email

SMS Invoices

• Select invoice(s)

Click SMS

• Message template with invoice details

Send to parent mobile

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Due Date Management

Setting Due Dates

When creating or editing invoices:

• Set specific due date

• Or use default from fee type settings

Consider:

- Fee frequency (monthly/termly) - Academic calendar - Payment policies

Overdue Invoices

Go to Overdue Invoices

• View all past-due invoices

Take action:

- Send reminders - Apply late fees - Contact parents

Late Fees

Configure automatic late fees:

Go to Settings → Fee Settings

• Enable late fee

Set:

- Days after due date - Late fee amount or percentage - Maximum late fee cap

System automatically adds to overdue invoices

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Common Tasks

Splitting an Invoice

To divide one invoice into multiple:

• Cancel original invoice

• Create new invoices for each part

Ensure total matches original

Merging Invoices

Combine multiple invoices for one student:

• Select invoices to merge

Click Merge

• Create combined invoice

Originals are cancelled

Consolidating Invoices

Create a single invoice for the entire year:

Use Consolidate feature

• Select student and year

• System combines all outstanding fees

Generate consolidated invoice

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Invoice Reports

Generate Reports

Go to Reports → Invoice Report

Filter by:

- Date range - Class - Status - Fee type

• View summary and details

Export to PDF/Excel

Available Reports

Outstanding Invoices - All unpaid

Invoice Register - All invoices with status

Invoice Aging - Days overdue analysis

Revenue Expected - Projected collections

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Troubleshooting

Problem: Invoice amount incorrect

Solution: Edit fee assignment; new invoice reflects changes

Problem: Cannot cancel paid invoice

Solution: Reverse payment first, then cancel

Problem: Invoice not sending to email

Solution: Verify parent email in student profile; check email settings

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Related Topics

Fee Assignment - Creating fee assignments

Fee Collection - Recording payments

Fee Reports - Financial reports

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Permissions

The following roles can manage invoices:

Administrator - Full access

Accountant - Full access

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Last Updated: April 2026