Transactions

This chapter covers how to record and manage financial transactions in the School Management System.

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Overview

The Transactions module handles all financial entries beyond regular fee collection. This includes recording income and expenses, managing payments, and tracking money movement.

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Accessing Transactions

• Log in as Administrator or Accountant

Navigate to Accounts → Transactions

View transaction list

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Types of Transactions

Income Transactions

Money received (other than fees):

Click Add Income

Enter:

- Date - Transaction date - Amount - Money received - Account - Income account - Description - What for - Received From - Payer name - Payment Method - Cash/Cheque/Bank Transfer

Save

Examples:

• Donation received

• Interest income

• Sale of assets

Miscellaneous income

Expense Transactions

Money paid out:

Click Add Expense

Enter:

- Date - Transaction date - Amount - Money paid - Account - Expense account - Description - What for - Paid To - Payee name - Payment Method - Cash/Cheque/Bank Transfer

Save

Examples:

• Supplier payments

• Utility bills

• Maintenance costs

Office supplies

Transfer Transactions

Moving money between accounts:

Click Add Transfer

Enter:

- Date - From Account - Source - To Account - Destination - Amount - Description

Save

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Transaction Vouchers

Voucher Numbering

Each transaction gets unique number:

Receipt (RCV) - Income

Payment (PMT) - Expense

Journal (JNL) - Transfer/adjustment

Configure in settings:

• Prefix

• Starting number

Format

Voucher Entry

• Create transaction

• System generates voucher

Print or export voucher

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Managing Transactions

Viewing Transactions

Go to Transaction List

Filter by:

- Date range - Type (Income/Expense/Transfer) - Account - Amount range

View all transactions

Editing Transactions

To modify:

• Find transaction

Click Edit

• Change details

Save

Note: Changes are logged for audit.

Deleting Transactions

Delete if incorrect:

• Find transaction

Click Delete

• Confirm

Transaction removed

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Payment Methods

Recording Methods

When recording:

Cash - Direct payment

Cheque - Cheque number and bank

Bank Transfer - Transaction reference

Card - Card last 4 digits

Bank Reconciliation

Match bank statements:

Go to Bank Reconciliation

• Import or enter bank transactions

• Match with system records

Mark as reconciled

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Automatic Transactions

From Other Modules

System creates transactions automatically:

Fee Collection - Debit Cash/Bank, Credit Fee Income

Payroll - Debit Salary Expense, Credit Cash/Bank

Inventory - Various entries

Configuration

Ensure automatic entries are enabled in settings.

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Receipts and Vouchers

Printing

• Select transaction

Click Print Receipt/Voucher

• Preview

Print

Email

• Select transaction

Click Email

• Enter recipient

Send

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Common Tasks

Recording Supplier Payment

• Go to Add Expense

• Select expense account

• Enter supplier details

Save

Recording Sales

• Go to Add Income

• Select income account

• Record sale amount

Save

Petty Cash

• Create petty cash account

• Record small expenses

Replenish periodically

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Transaction Reports

Generate Reports

Go to Reports

Select type:

- Income Report - Expense Report - Cash Book - Day Book

• Set filters

View and export

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Approvals

Workflow (if enabled)

For large amounts:

• Create transaction

• Pending approval

• Approver reviews

• Approved or rejected

Notification sent

Configure approval limits in settings.

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Best Practices

Record promptly - Enter transactions daily

Keep descriptions clear - Detailed explanations

Use proper accounts - Correct account categories

Review regularly - Daily/weekly reconciliation

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Troubleshooting

Problem: Account not showing

Solution: Check if account exists and is active

Problem: Cannot delete

Solution: May be locked; check permissions

Problem: Balance incorrect

Solution: Review all transactions; check for errors

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Related Topics

Chart of Accounts - Account setup

Financial Reports - Generating reports

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Permissions

Administrator - Full access

Accountant - Full access

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Last Updated: April 2026