Where it usually breaks
And how to keep it from happening.
- A browser success page is treated as bank confirmation.
- The same payment event is imported twice.
- A withdrawal deletes the original charge instead of preserving an adjustment.
- Education ERP
- Process
- Fee billing to reconciliation
Fee billing to reconciliation
Issue approved charges, allocate confirmed receipts and investigate the remaining balance.
Step by step
-
Approve the fee plan Bursar
Bursar reviews the enrollment, policy version and any concession evidence. A concession change must be approved before it changes the amount billed.
- Fee basis approved
- Updates Fee plans, Enrollments
ApprovalA person approves before the work moves on. -
Issue charges Bursar
Bursar creates due-dated charges from the approved plan. Preserve the source policy and distinguish tuition from other charge categories.
- Receivable created
- Updates Charges
-
Confirm and allocate receipts Bursar
Bursar imports confirmed payments using unique provider references and allocates each receipt against outstanding charges. Retain partial balances and unallocated cash.
- Cash matched to charges
- Updates Receipts, Receipt allocations
-
Reconcile the ledger Finance Manager
Finance Manager compares charges, credits and allocated cash with the control accounts. Investigate unmatched amounts before approving the journal for posting.
- Balanced posting approved
- Updates Journal entries, Journal lines
ApprovalA person approves before the work moves on.
Who does what
Roles and permissions- Bursar
- Owns student charges, concessions and collection reconciliation.
- Finance Manager
- Reviews campus expenditure and accounting close.
Set up Education ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.