Bursars, finance officers and authorised approvers

Fees & finance

Before you start: Confirm the active term, fee structures, currencies and approval responsibilities. Use the finance module’s detailed records for reconciliation.

Open Fees & finance

Actions depend on your school’s enabled modules, your permissions and the record’s current status.

Find your way around

Dashboard · Invoices · Receipts · Billing runs · Structures · Plans · Credits & refunds · Statements · Reminders · Reports · Controls. Select these tabs inside the module; scroll the tab row sideways on a phone.

Fees & finance module heading and available primary action in ZivoERP — Actual local ZivoERP interface, 14 September 2026. Navigation overview cropped to the module header; school records are outside the image. Select the image to enlarge it.

1. Set fee structures and generate billing

Open Structures and create or review charges for the relevant year, grade or term.
Check currency, amount and applicability before saving.
Open Billing runs and create the run for the intended cohort and term.
Review the run and its proposed billing, then use the available generate or post action.
Open Invoices and verify a sample of learners, charges and due dates.

What to check: The intended learners have invoices. Investigate exceptions before repeating a billing run.

2. Create and review an individual invoice

Open Invoices and choose the create-invoice action.
Select the learner, term and currency; add the charge lines and due date.
Review totals and save the invoice.
Open the invoice detail to check status, allocations and any available download.
Confirm it appears in the learner’s fees record.

What to check: The invoice has the expected debtor, charges and balance.

3. Capture and allocate a payment

Empty payment capture form with its field labels — Actual empty form in local ZivoERP. No record was submitted. Longer forms can be scrolled to reach the remaining fields. Select the image to enlarge it.

Select Capture a payment.
Choose the learner and enter the receipt amount, currency, date, method and reference.
Review invoice allocations and any exchange-rate information required for a different currency.
Save the receipt, then open Receipts and the affected invoice.
Check the allocated amount, remaining invoice balance and any unallocated receipt amount.

What to check: A recorded receipt reduces invoice balances only through its allocations. A captured payment is not proof that an external bank transfer settled.

4. Handle a credit, refund or reversal

Open Credits & refunds or the relevant receipt/invoice detail.
Choose the permitted correction action and identify the original transaction.
Enter the amount, currency and a clear reason; verify the effect before confirming.
Complete any approval required by the screen.
Review the corrected balance and transaction history instead of recording an unrelated negative payment.

What to check: The correction is linked to its original record and the reason is traceable.

5. Arrange a payment plan and reminders

Open Plans and create a plan for the learner’s balance.
Enter instalment dates and amounts, then review and save.
Open Reminders to identify the intended overdue audience.
Preview the reminder information and confirm sending only under the school’s communications process.
Check the plan’s progress and delivery outcome, not just the initial confirmation.

What to check: The agreement is recorded and reminders target the intended families.

6. Reconcile statements, reports and controls

Open Statements, choose the learner and date range, and review charges, receipts and closing balance.
Use Reports for the required collection or ageing view; verify filters before downloading.
Reconcile by currency and investigate unallocated receipts or unmatched references.
Open Controls only with authority to change finance policy, such as report-release holds.
Recheck affected records after an authorised control change.

What to check: Reports have the intended scope and policy changes are deliberate. Do not bypass a hold by creating duplicate records.

1. Set fee structures and generate billing

Open Structures and create or review charges for the relevant year, grade or term.

Check currency, amount and applicability before saving.

Open Billing runs and create the run for the intended cohort and term.

Review the run and its proposed billing, then use the available generate or post action.

Open Invoices and verify a sample of learners, charges and due dates.

What to check: The intended learners have invoices. Investigate exceptions before repeating a billing run.

2. Create and review an individual invoice

Open Invoices and choose the create-invoice action.

Select the learner, term and currency; add the charge lines and due date.

Review totals and save the invoice.

Open the invoice detail to check status, allocations and any available download.

Confirm it appears in the learner’s fees record.

What to check: The invoice has the expected debtor, charges and balance.

3. Capture and allocate a payment

Actual empty form in local ZivoERP. No record was submitted. Longer forms can be scrolled to reach the remaining fields. Select the image to enlarge it.

Select Capture a payment.

Choose the learner and enter the receipt amount, currency, date, method and reference.

Review invoice allocations and any exchange-rate information required for a different currency.

Save the receipt, then open Receipts and the affected invoice.

Check the allocated amount, remaining invoice balance and any unallocated receipt amount.

What to check: A recorded receipt reduces invoice balances only through its allocations. A captured payment is not proof that an external bank transfer settled.

4. Handle a credit, refund or reversal

Open Credits & refunds or the relevant receipt/invoice detail.

Choose the permitted correction action and identify the original transaction.

Enter the amount, currency and a clear reason; verify the effect before confirming.

Complete any approval required by the screen.

Review the corrected balance and transaction history instead of recording an unrelated negative payment.

What to check: The correction is linked to its original record and the reason is traceable.

5. Arrange a payment plan and reminders

Open Plans and create a plan for the learner’s balance.

Enter instalment dates and amounts, then review and save.

Open Reminders to identify the intended overdue audience.

Preview the reminder information and confirm sending only under the school’s communications process.

Check the plan’s progress and delivery outcome, not just the initial confirmation.

What to check: The agreement is recorded and reminders target the intended families.

6. Reconcile statements, reports and controls

Open Statements, choose the learner and date range, and review charges, receipts and closing balance.

Use Reports for the required collection or ageing view; verify filters before downloading.

Reconcile by currency and investigate unallocated receipts or unmatched references.

Open Controls only with authority to change finance policy, such as report-release holds.

Recheck affected records after an authorised control change.

What to check: Reports have the intended scope and policy changes are deliberate. Do not bypass a hold by creating duplicate records.