# Glossary: the words on every Skwela screen

Canonical page: https://www.skwela.app/glossary

A word means the same thing on every screen and on this website. The shared terms come first, then each part of the school in its own words.

## Shared terms

Used by every office and by the Family Portal.

**Fee**: a single charge for one School year in one category, such as Tuition, Books or Miscellaneous.  
**School year**: the billing and grading period, written like 2026-2027, running June to March by default.  
**Payment**: money received and posted against Fees, evidenced by a receipt.  
**Receipt number**: the RCPT- identifier issued when a Payment is recorded.  
**Payment proof**: a family's evidence of a payment made by e-wallet or bank, which becomes a Payment once a reviewer approves it.  
**Balance**: what a family still owes right now, across every School year.  
**Collected / Billed / Paid / Uncollected**: the school's figures for a School year; Billed = Paid + Uncollected, and Collected also counts Other fees.  
**Release**: sharing one quarter's grades with every family at once, or printing or downloading a document.  
**Guardian**: any adult responsible for a student.  

## Each part of the school, in its own words

A term can mean something more specific inside one part. Release, for example, is a quarter's grades to the registrar and a printed document to the office that issues it.

### Student Record

Everything your staff need about one student, on one page. Screens: [Skwela for Registrar](https://www.skwela.app/features/registrar.md)

**Enrollment**: the student's placement for one School year: year level, section, type and status.  
**LRN**: the DepEd Learner Reference Number, printed on every document the school issues.  
**Statement**: one School year's fees, payments and discounts in a single card.  
**Release**: sharing one quarter's grades with every family at once.  

### Guardian Record

The adults responsible for each student, and how they reach the Family Portal. Screens: [Skwela for Registrar](https://www.skwela.app/features/registrar.md)

**Guardian**: any adult responsible for a student: a parent, grandparent, aunt or other guardian.  
**Primary contact**: the Guardian the school reaches first.  
**Portal access**: whether a Guardian can sign in to the Family Portal, and the Invite that grants it.  

### Staff Payments

How the cashier records money at the window and approves payments families send online. Screens: [Skwela for Cashier / Accounting](https://www.skwela.app/features/cashier.md)

**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.  

### School Books

The school's own money for a school year: what came in, what went out, and what is still owed. Screens: [Skwela for Cashier / Accounting](https://www.skwela.app/features/cashier.md)

**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.  

### Family Portal

What a parent or student sees on their phone: balance, fees, grades and documents. Screens: [Skwela for Parents & Students](https://www.skwela.app/features/families.md)

**Balance**: what the family still owes right now, across every school year.  
**Installment**: one month's portion of tuition, normally June to March.  
**Pay now**: paying by e-wallet or bank and sending the Payment proof from the phone.  
**Released**: a quarter's grades the school has shared with families.  

### Data Migration

Bring your existing spreadsheets: your records arrive through Imports, and nothing is overwritten. Screens: [Skwela for Registrar](https://www.skwela.app/features/registrar.md)

**Migration**: a set of Imports run in the right order.  
**Template**: a blank spreadsheet with the exact columns, plus a filled example.  
**Report**: a file of every skipped or failed row and the reason, ready to fix and re-import.  

### Printed Documents

The official paper your school issues, previewed exactly as it prints. Screens: [Skwela for Registrar](https://www.skwela.app/features/registrar.md)

**Form 137 (SF10)**: the DepEd Learner's Permanent Academic Record, printed in its Elementary, Junior High and Senior High variants.  
**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.  

### Faculty Record

Everyone the school employs: position, employment status, academic load and salary. Screens: [Skwela for Teachers](https://www.skwela.app/features/teachers.md)

**Employment status**: Currently employed, On leave, Resigned or Terminated.  
**Academic load**: the subjects a faculty member carries for the school year.  

### School Configuration

The school-wide choices an administrator makes once, in one place. Screens: [Skwela for School Heads](https://www.skwela.app/features/school-heads.md)

**Tuition Schedule**: the installment calendar: first and last month of the school year and the monthly due day.  
**School Branding**: your school's name, logo, colors and signatories.  

### Administration

Who can do what, and a record of what was done. Screens: [Skwela for School Heads](https://www.skwela.app/features/school-heads.md)

**Roles & Permissions**: what each role in your school may see and change.  
**Activity Log**: a record of who did what, and when.