Fee billing to reconciliation
Issue approved charges, allocate confirmed receipts and investigate the remaining balance.
4 stages · 2 approvals
Roles and responsibilities
-
Step 1Approve the fee plan
NumberStudentProgramPeriod
-
Step 2Issue charges
NumberStudentChargeAmountRegistration
-
Step 4Reconcile the ledger
NumberEntitySourceReference
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Approval required
Approve the fee plan
Bursar reviews the enrollment, policy version and any concession evidence. A concession change must be approved before it changes the amount billed.
Issue charges
Bursar creates due-dated charges from the approved plan. Preserve the source policy and distinguish tuition from other charge categories.
Confirm and allocate receipts
Bursar imports confirmed payments using unique provider references and allocates each receipt against outstanding charges. Retain partial balances and unallocated cash.
Approval required
Reconcile the ledger
Finance Manager compares charges, credits and allocated cash with the control accounts. Investigate unmatched amounts before approving the journal for posting.
Approvals and exception handling
2 approvals required in this process
-
Approve the fee plan
Bursar signs · issue charges waits
FeePlans, Enrollments -
Reconcile the ledger
Finance Manager signs · closes the process
JournalEntries, JournalLines
When the process needs attention
- exception A browser success page is treated as bank confirmation.
- duplicate The same payment event is imported twice.
- exception A withdrawal deletes the original charge instead of preserving an adjustment.
Prepare a rehearsal
Rehearse a partial payment, an overpayment, a duplicate notification and an approved withdrawal adjustment. The student account and ledger control account must explain the same outstanding amount after each case.
Check permissions and map the source records before importing open work.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Approve the fee plan | FeePlansEnrollments | Fee basis approved |
| 2 Issue charges | Charges | Receivable created |
| 3 Confirm and allocate receipts | ReceiptsReceiptAllocations | Cash matched to charges |
| 4 Reconcile the ledger | JournalEntriesJournalLines | Balanced posting approved |
Process reports
All reportsUnallocated receipts
Identify confirmed money that has not yet been matched to a student charge.
Student fee aging
Show outstanding charges by due date after allocated receipts and approved adjustments.
Run by an agent
Agent support
Scope student access by campus, assigned teaching group and legitimate work responsibility. Registrar owns admission and enrollment decisions; Bursar owns fee-policy exceptions. Preserve dated correction history and prevent preparers from approving their own exceptions. Decisions use the configured person's permissions, evidence and review policy. Do not let generated recommendations replace the authorized business decision.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› fee billing to reconciliation · approve the fee plan on FeePlans, Enrollments
⏸ approval · waiting for the bursar
# 3 more stages after approval: issue charges, confirm and allocate receipts, reconcile the ledger
Other processes
3 moreApplication to enrollment
Move an application through a recorded admission decision into the correct academic period.
4 stages · 1 approval
Timetable to attendance
Publish resource-checked sessions and collect attendance for the students assigned to them.
4 stages · 1 approval
Campus request to close
Review departmental expenditure and reconcile it in the correct entity books.
4 stages · 2 approvals