How to check school fees prepayments and reconcile them with unpaid invoices
When a parent pays more that the school fees balance for their child, Sematime converts the extra amount into a prepayment that can later be applied to future invoices or even refunded to the parent. If for example a parent owes KES 2,090 but pays KES 5,000 the difference will be recorded in your records as a prepayment.
To view your account's prepayments go to the 'Payments' section on the 'Home' view menu and select the 'Prepayments' tab as highlighted below.
How to reconcile a prepayment with an unpaid invoice
Select the prepayment you want to reconcile then click the 'Reconcile' button as shown below.
The system will look for any unpaid invoices for the student selected then apply the payments to them. Most of the times there will be no invoices to reconcile with since the system automatically updates invoices with prepayments whenever you generate new ones.
How to refund prepayments
A parent whose child is transferring to another school may need a refund of their prepayments. To do so, select the transaction you wish to refund as explained in the previous step then click the 'Refund' button.
After a refund, the student's fee balance with the school will be updated to zero - implying they do not owe the school any money and neither does the school.
The payment reference refers to the unique identifier you got from your bank or M-PESA paybill when you sent the parent their refund money.
To view your account's prepayments go to the 'Payments' section on the 'Home' view menu and select the 'Prepayments' tab as highlighted below.
How to reconcile a prepayment with an unpaid invoice
Select the prepayment you want to reconcile then click the 'Reconcile' button as shown below.
The system will look for any unpaid invoices for the student selected then apply the payments to them. Most of the times there will be no invoices to reconcile with since the system automatically updates invoices with prepayments whenever you generate new ones.
How to refund prepayments
A parent whose child is transferring to another school may need a refund of their prepayments. To do so, select the transaction you wish to refund as explained in the previous step then click the 'Refund' button.
After a refund, the student's fee balance with the school will be updated to zero - implying they do not owe the school any money and neither does the school.
The payment reference refers to the unique identifier you got from your bank or M-PESA paybill when you sent the parent their refund money.
Updated on: 10/04/2024
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