Recording payments
Once invoices exist, money starts arriving – through mobile money, bank, card and cash at the bursary. This page explains how EduPrime records each kind of payment, reconciles it to the right invoice, handles part-payments, and lets you control allocation when a parent pays for several things at once.
Mobile money auto-reconciliation
Mobile-money payments (M-Pesa, Airtel, Flutterwave, Pesapal) flow into EduPrime automatically through the payment connectors. When a parent pays using their child’s admission number as the reference, EduPrime matches the payment to that child’s outstanding invoice and marks it paid – no bursar action needed.
- Parent pays via STK push or paybill using the admission number as account/reference.
- The connector receives the confirmation and creates a payment record.
- EduPrime finds the matching student and allocates the amount to the oldest unpaid invoice first.
- An SMS/email receipt is sent to the family and the statement updates.
Bank, card & cash at the bursary
Not all money comes through mobile rails. Record the rest manually.
| Method | How to record |
|---|---|
| Bank transfer / cheque | Import the bank statement or enter the deposit, then match to the student by reference |
| Card (POS at bursary) | Record as a card payment with the terminal reference |
| Cash | Enter at the bursary; EduPrime prints/SMS a numbered receipt |
To record a manual payment: open the student or the invoice, click Register Payment, choose the method, enter the amount and reference, and confirm. A receipt is issued automatically.
Part-payments & allocation
Families often pay in instalments. EduPrime handles part-payments natively: a 30,000 invoice paid 10,000 today shows 20,000 outstanding, and the next payment reduces it further until it clears.
When a parent pays one lump sum against several invoices (e.g. two children, or this term plus arrears), you control how it is split:
- By default EduPrime applies payment to the oldest invoice first – this clears arrears before current term.
- To override, open the payment and use Allocate to split the amount across specific invoices.
- Any unallocated remainder sits as a credit on the family account for the next bill.
Receipts & the payment trail
Every payment, automatic or manual, produces a numbered receipt and an immutable entry on the family statement. Receipts can be re-sent from the payment record if a parent loses theirs. Because payments are never edited in place – corrections are made by reversing and re-recording – the trail always reconciles to the bank and mobile-money settlements.