📚 Accountant Portal Step-by-Step Guide

• Step 1: Login as the accountant as click on "Settings" on the sidebar .
  Step 2: Click the "Add Bank" button to add new bank account details or "Add Gateway" to add payment gateway configuration.
  Step 3: To Add Bank Account, click on "Add Bank" and fill in the form: Bank Name, Account Name, Account Number, Account Type, assign to specific classes (optional), and set status as Active/Inactive.
  Step 4: For Payment Gateway: click on "Add Gateway" and fill in the form: Gateway Name, Public Key, Secret Key, assign to classes, set status, and choose between Test Mode or Live Mode.
  Step 6: To edit existing bank account or gateway, click on "Bank Details" or "Payment Gateways" and click on the the pencil icon (✏️) on the respective table row.
  Step 7: To delete entries, click the trash icon (🗑️) and confirm the deletion.
  Step 8: Navigate to different tabs (General Settings, Bank Details, Payment Gateways, Backlog Fees) to configure other accounting settings.
  Step 9: In General Settings, configure backlog fee options, partial payments, and previous term clearance requirements.
  Step 10: In Backlog Fees, assign class-specific backlog amounts or remove existing backlog fees.

• Step 1: Login as an accountant and Navigate to "Fees Structure" from the sidebar.
  Step 2: To Add New Fee: Fill in the fee structure form with Session, Term, Fee Type, Amount, and Deadline Date.
  Step 3: Click "Add Fee Structure" to save the new fee configuration.
  Step 4: To View Existing Fees: Click "View Fee Structure" button
  Step 5: Use the filter section to search fees by Session, Term, or Class to narrow down results.
  Step 6: View all fee structures in the table with columns showing Session, Term, Fee Type, Amount, Deadline, Status, and Assigned Classes.
  Step 7: To Edit a Fee: Click the pencil icon (✏️) on the fee row, update the details in the modal, and click "Update Fee Structure".
  Step 8: To Assign Classes to a Fee: Click the people icon (👥) on the fee row, select/deselect classes in the modal, and click "Save Changes".
  Step 9: To Activate/Deactivate a Fee: Click the power icon (⚡) to toggle between Active and Inactive status.
  Step 10: To Delete a Fee: Click the trash icon (🗑️) and confirm the deletion (use cautiously).
  Step 11: Use the "Print Table" button to generate printable reports of fee structures.

• Step 1: Login to your accounting portal and click on "Discounted Students" from the sidebar menu.
  Step 2: Select the Academic Session, Term, and Class from the filter dropdowns.
  Step 3: Select the specific Fee Type you want to apply discounts to from the available options.
  Step 4: View the student list showing current discount status, main fee amount, and amount to pay.
  Step 5: To Add/Edit Discount: Click "Add Discount" or "Edit Discount" button on the student row (only available for current session/term).
  Step 6: In the discount modal, choose discount type: "By Percentage" or "By Agreed Amount".
  Step 7: For Percentage Discount: Enter the discount percentage (0-100%) - system automatically calculates the discounted amount.
  Step 8: For Agreed Amount: Enter the specific amount the student should pay - system calculates the discount difference.
  Step 9: Select the discount reason from predefined options (Sibling, Early Payment, Financial Aid, Merit-based, Others).
  Step 10: If selecting "Others", specify the custom reason in the provided field.
  Step 11: Review the calculated "Amount to Pay Now" and click "Save Discount" to apply.
  Step 12: View discount statistics in the dashboard showing total students, discounted students, main fees, expected fees, and total discount amount.

• Step 1: Log into your Accountanting portal and click on "Students List" from the sidebar.
  Step 2: In the filter section at the top, select the academic session and term from the dropdown menu.
  Step 4: Choose the class you want to view payment records for.
  Step 5: Select the fee type (or choose "All Fees" to see all fee types).
  Step 6: Click the "Apply" button or wait for automatic filtering.
  Step 7: The system will display all students in the selected class with their payment details including:

  • - Student name and registration number
  • - Amount expected to pay
  • - Total amount paid
  • - Balance remaining
  • - Payment status (Cleared/Not Cleared)
  • - Payment methods used
  Step 8: Use the search box to find specific students by name or registration number.
  Step 9: You can print or download the payment list using the "Print/Download" button.
  Step 10: For detailed view, select individual students to see their complete payment history.

• Step 1: Log into your Accountant portal and click on "Cash Payment" from the sidebar.
  Step 2: Set up your filters to the academic session, term, class and specific fee type.
  Step 3: Click "Apply" to load the students list for the selected criteria.
  Step 4: Review the student payment dashboard which shows:

  • - Total number of students in the class
  • - Total expected fees (including backlog if applicable)
  • - Total payments already received
  • - Total outstanding balance
  Step 5: Find the student you want to record payment for in the table.
  Step 6: Click the "Add Pay" button next to the student's name.
  Step 7: In the payment modal that appears:

  • - Verify student information is correct
  • - Check the amount due and current balance
  • - Enter the payment amount in the "Amount Paid" field
  • - Select "Cash" as the payment method
  • - Add a payment reference (optional but recommended)
  • - Add description/narration for the payment
  Step 8: If this is a backlog payment (for previous session/term), check the "This is a backlog payment" checkbox.
  Step 9: Click "Record Payment" to save the transaction.
  Step 10: You can view payment history for any student by clicking the "View" button next to their name.

A. How to Add Expense Category

• Step 1:Login as to your accounting portal and click on "Expenses" from the sidebar.
  Step 2: To add new category, click on "Add Category" and enter the category name e.g Office supplies, Utility and the Descriptioon (What this category includes)
  Step 3: Click "Add Category" to save.
  Step 4: To edit or delete existing categories: Click "Edit" or "Delete" on each category

B. How to Record an Expense

• Step 1: Click "Expenses" and then "Record Expenses" from the sidebar
  Step 2: Fill in the expense details:

  • - Expense Date: Date when expense occurred
  • - Expense Category: Select from existing categories
  • - Vendor/Supplier Name: Who you paid
  • - Amount Spent: Total expense amount
  • - Payment Method: How payment was made (Cash, Bank Transfer, etc.)
  • - Description/Narration: Detailed explanation of the expense
  Step 3: Upload receipt or invoice image (optional but recommended): Max file size: 5MB
  Step 4: Review all information for accuracy.
  Step 5: Click "Record Expense" to save the transaction.

C. How to View Expenses

• Step 1: Click "Expenses" and then "View Expenses" from the sidebar
  Step 2: Use filters to select session, term, expense category and date range (from when to when)
  Step 3: Click "Filter" to apply your selections.
  Step 4: View the expenses for the selected filters
  Step 5: Use export options: to download as spreadsheet or print.
  Step 6: View visual analytics: Expenses by category (pie chart) and Monthly trend (line chart)

• Step 1: Log into your account and go to "Payment History" from the sidebar menu.
  Step 2: View the financial overview dashboard showing:

  • 💰 Total Expected: Total fees expected from all students
  • ✅ Total Paid: Amount successfully collected
  • ⚠️ Outstanding: Remaining balance to be paid
  • ⏳ Pending: Payments awaiting approval
  Step 3: Use the search box to quickly find payments by: students name, reg.no, payment reference or receipt/transaction ID.
  Step 4: You can filter by session, term, class, and fee type.
  Step 5: Review payment records in the table. Each record shows:

  • 👨‍🎓 Student information and class
  • 📋 Fee type and total amount
  • 💰 Amount paid and remaining balance
  • 🏦 Payment method and reference
  • 📅 Payment date and status
  • ⚡ Available actions
  Step 6: Take actions on payment records:

  • View Receipt: Click the "Receipt" button to see/download official receipt
  • View Pending Approvals: Use the top-right button to check pending payments
  Step 7: Export or print data:

  • - Click "Print Table" to generate a printable report
  • - From individual receipts, click "Download Receipt (PDF)"
  • - From individual receipts, click "Print Receipt" for hard copy

• 1. Payment Approval Not Working:

  • Refresh the page and try again
  • Verify payment is in "Pending" status

• 8. Empty Payment History:

  • Check if you have selected the correct session/term
  • Verify there are payments in the selected period
  • Try removing all filters
  • Check if payments are in "pending" vs "approved" status
  9. Receipt Images Not Loading:

  • Check if receipt was uploaded by student
  • Refresh the page to reload images
  • Clear browser cache
  • Check internet connection for image loading