Receipts

A receipt is a record of a payment received from a student. Receipts document the transfer of funds and can be allocated to one or more student invoices to reduce what the student owes. Each receipt is assigned a unique number, tracks the payment method used, and records which student made the payment.

How Receipts Work

When a student makes a payment, you record it as a receipt in Kampus SIS. The receipt captures the payment date, amount, method, and related student. After creating the receipt, you allocate it to one or more invoices to track which charges the payment covers.

Here is the typical workflow:

1. A student submits a payment (cash, bank transfer, card, or gateway payment).
2. You create a receipt in the Finance module, entering the payment amount, method, date, and student.
3. The receipt is immediately posted and assigned a unique receipt number.
4. You allocate the receipt amount to one or more student invoices to record which charges the payment covers.
5. The invoice balance is automatically updated as allocations are made.
6. If a payment is recorded in error, you can void the receipt and all its allocations are reversed.

Note: A receipt can be allocated to multiple invoices if the student is paying for several charges at once.

Receipt Statuses

Every receipt moves through two possible states. The status affects what actions you can take on the receipt.

Important: Once a receipt is voided, it cannot be undone. Ensure you have the correct reason before voiding.

Create a Receipt

To record a student payment, create a new receipt in the Finance module.

1. Go to Finance → Receipts.
2. Click the New Receipt button (or similar create action).
3. In the form, enter the following required information:
   • Receipt Number: Optionally enter a custom receipt number, or leave blank to auto-generate based on your numbering settings. The preview shows what the next auto-generated number will be.
   • Student: Leave blank if the payment is from an external payer, or select the student who made the payment.
   • Payment Method: Choose from cash, card, bank_transfer, or gateway.
   • Currency: Select the currency in which the payment was received (e.g., LKR, USD). Only active currencies are available.
   • Total Amount: Enter the amount received, to two decimal places.
   • Date Received: Enter the date the payment was received.
4. Optionally, select an invoice to allocate part or all of the receipt amount to immediately. If you do:
   • The available invoices are filtered to match the receipt student (if selected) and currency.
   • Enter an allocation amount, or leave blank to automatically allocate the full invoice balance (up to the receipt total).
5. Click Create Receipt. The receipt is posted and you are taken to its detail view.

Note: Receipt numbers must be unique. If you use manual numbering, verify the number is not already in use.

Pro Tip: Create a receipt and allocate to an invoice in one step by selecting an invoice during creation. You can always allocate more invoices after.

Allocate a Receipt to an Invoice

After creating a receipt, allocate it to one or more student invoices to record which charges the payment covers. Each allocation reduces the invoice balance due.

1. Open the receipt detail page by going to Finance → Receipts and clicking the receipt number.
2. On the receipt detail, scroll to the allocations section.
3. Click Allocate to Invoice (or similar button).
4. In the allocation form:
   • Select an invoice from the dropdown. Only invoices with an outstanding balance are available, filtered by receipt currency.
   • Enter an allocation amount, or leave blank to allocate up to the full remaining receipt balance (or invoice balance, whichever is lower).
5. Click Allocate. The allocation is created and the invoice balance is updated.

Important: The allocation amount cannot exceed the remaining receipt balance or the invoice balance due. Currency must match between the receipt and invoice.

Note: If the receipt student is set, only invoices for that student are available for allocation.

Edit a Receipt

You can edit posted receipts to correct details or update notes. Only receipts with status Posted can be edited.

1. Open the receipt detail page.
2. Click the Edit button.
3. Update any of the following fields:
   • Total Amount: Change the total amount received. The system will validate that all allocations fit within the new amount.
   • Payment Method: Change the payment method used.
   • Date Received: Correct the payment date.
   • External Reference: Enter or update a reference code from an external system (e.g., gateway transaction ID, bank reference).
   • Notes: Add or update internal notes about the receipt.
4. Click Save Changes. The receipt is updated.

Note: You cannot change the student or receipt number after creation.

Important: If you reduce the total amount, ensure the new amount is at least equal to the sum of all allocations. Otherwise, you must unallocate some amounts first.

Unallocate a Receipt from an Invoice

If a receipt was allocated to the wrong invoice or you need to reverse an allocation, you can unallocate it. This reverses the allocation and increases the invoice balance due again.

1. Open the receipt detail page.
2. In the allocations section, find the allocation you want to remove.
3. Click the Unallocate or Remove button next to the allocation.
4. Optionally, enter a reason for the unallocation.
5. Click Confirm. The allocation is reversed and the receipt amount becomes available for reallocation.

Note: Only active allocations can be unallocated. Allocations that have been reversed (e.g., due to receipt void) cannot be unallocated again.

Important: Unallocating increases the student's invoice balance due. Verify you intend to reverse the allocation.

Void a Receipt

If a receipt was recorded in error or the payment is being returned, void the receipt to cancel it. Voiding reverses all allocations and marks the receipt as Voided.

1. Open the receipt detail page.
2. Click the Void Receipt button.
3. A dialog appears asking for a reason (required). Enter the reason the receipt is being voided (e.g., "Payment reversed by bank", "Duplicate entry", "Cancelled at student request").
4. Click Confirm Void. The receipt is marked as voided and all allocations are reversed.

Important: Voiding a receipt cannot be undone. All allocations are automatically reversed and the invoice balances are restored. Ensure you have the correct reason before confirming.

Pro Tip: Document the voiding reason clearly for audit purposes. The reason is recorded in the system for future reference.

Receipt Settings

Receipt Numbering

Receipts can be numbered manually or automatically. You control this in the receipt settings.

Auto-numbering (default)

Receipt numbers are generated automatically in sequence using a template pattern (e.g., REC-{yy}-{seq:5}). When you create a receipt, you do not enter a number—it is assigned automatically. The format and reset policy are configured by an administrator.

Manual numbering

You enter the receipt number manually when creating each receipt. Manual numbering is useful if you need to match existing receipt numbers from another system or use a custom numbering scheme.

Note: The numbering mode can only be changed by users with receipt management permissions. All future receipts follow the mode that is active when they are created.

Permissions

Receipt management is controlled by three permission strings. A user must have the appropriate permission to perform an action.

Note: Users with finance.receipts.view can see receipt lists and detail pages but cannot create, edit, or void. They are read-only.

Next: Invoices