# For the cashier and accounting: every peso, with a receipt

Canonical page: https://www.skwela.app/features/cashier

From the payment window to the school's own books, with the same figures on both sides.

## Staff Payments

How the cashier records money at the window and approves payments families send online.

**Allocation**: how one payment is spread across a student's fees.  
**Split**: part of a fee paid by one method, such as cash, GCash or bank transfer.  
**Receipt number**: the RCPT- number issued the moment a payment is recorded.  
**Payment proof**: a family's screenshot or reference for money sent by e-wallet or bank.  

- One payment can cover several fees, and each fee can be paid by more than one method. (source: `lib/payments/CONTEXT.md`)
- Every recorded payment gets its own receipt number and a printable receipt. (source: `components/receipts/ReceiptPrintTemplate.tsx`)
- Discounts need a reason and are recorded with the payment. (source: `lib/payments/CONTEXT.md`)
- Payment proofs from families wait in one review queue; approving one posts the payment and issues its receipt number. (source: `app/api/payments/submissions/[id]/route.ts`)
- Before approving, the reviewer checks the reference and amount against the school's own GCash or bank statement. (source: `lib/payments/CONTEXT.md`)
- Uniforms, IDs and other one-off charges are recorded at the cashier with their own receipt number. (source: `lib/payments/CONTEXT.md`)

## School Books

The school's own money for a school year: what came in, what went out, and what is still owed.

**Collected**: money the school actually received, other fees included.  
**Billed**: what students are charged, after approved discounts.  
**Paid**: the part of Billed that families have settled.  
**Uncollected**: what families still owe; Billed = Paid + Uncollected.  
**Ledger**: every peso in and out, one entry at a time.  

- The Ledger lists every money movement in and out for the school year. (source: `app/dashboard/accounting/CONTEXT.md`)
- Billed, Paid and Uncollected always add up: Billed = Paid + Uncollected. (source: `app/dashboard/accounting/CONTEXT.md`)
- Operating expenses are recorded with a description and an optional vendor, and move from Pending to Approved to Paid. (source: `app/dashboard/accounting/CONTEXT.md`)
- Payroll runs produce payslips, and a paid run can post itself to operating expenses. (source: `app/dashboard/accounting/CONTEXT.md`)
- Balance statements email each family its fees, payments and balance; families with no email on file are listed so staff can reach them another way. (source: `app/dashboard/accounting/CONTEXT.md`)

## Printed Documents

The official paper your school issues, previewed exactly as it prints.

**Release**: printing or downloading a document.  
**Hold**: an SF10 held back while the student's balance is unsettled.  
**Signatories**: the registrar and principal named on the paper.  

- Form 137 (SF10) prints in its DepEd variants for Elementary, Junior High and Senior High. (source: `components/form-137/Form137Template.tsx`)
- Certificates of Enrollment, Good Moral Certificates and Clearance Forms print from the student record. (source: `lib/students/CONTEXT.md`)
- Receipts, the Statement of Account and Payment History print for any student. (source: `components/statement-of-account/SOAPrintTemplate.tsx`)
- While a student's fees for the school year are unsettled, the SF10 preview is marked DRAFT. (source: `lib/print/CONTEXT.md`)
- Documents print on Letter or Legal paper with your school's name, logo and signatories. (source: `lib/print/CONTEXT.md`)

## Next step

[Request a demo](https://www.skwela.app/request-demo). We reply within 1 working day, by email or text, whichever you gave us.