Fee reports and sponsors

Fee reports and sponsors holds the school’s own fee reports, and the sponsors and bursary cheques that pay part of learners’ fees.

The fee reports

On the Reports tab, choose a report on the left. Each says what it shows:

Report	What Kila says it shows
Collections by vote head	Money received in a period, by vote head (in the allocation order), class and payment method.
Balances by class	For each class: learners, billed this term, collected, owed and paid ahead.
Defaulters	Learners who owe more than an amount, oldest debt first, with the paying guardian.
Clearance list	Who is cleared (owes no more than the clearance amount) and who is not, class by class.
Bursaries, sibling discounts and sponsors	What the term’s bursaries, sibling discounts and sponsors took off learners’ invoices.
Sponsors	Each sponsor: learners covered, billed, paid and owed.

Narrow a report by Class, term or dates, and type an amount in Owing more than (KES) for the defaulters. CSV downloads what you see. The clearance list says what cleared means, such as “Cleared means owing KES 2,000.00 or less (school settings).”

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Record a bursary cheque

A county bursary fund, a foundation or an employer often pays one cheque for several learners. Record it once and split it across their fee accounts.

1. Open Sponsors and bursary cheques

   In Fees › Fee reports and sponsors, choose the tab Sponsors and bursary cheques, then tap Record a cheque.

2. Say who paid and how

   Choose the sponsor under Sponsor record, or type the payer under From. Choose Paid by (Cheque, Bank transfer, M-Pesa or Cash) and type the Cheque or reference number.

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3. Type the cheque amount

   Type it under Cheque amount (KES).

4. Add each learner and their share

   Under Learners, find each learner by name or admission number and tap them. Kila fills in what they owe; change it to their share of the cheque. Split so far must reach the cheque amount.

5. Tap Record

   Kila says Recorded, such as “CHQ-000002: KES 10,000.00 across 2 learners.” Each learner’s balance goes down by their share, and the cheque is listed under Bursary cheques.

Sponsors

A sponsor who pays part of a learner’s fees every term is set up once: “County and CDF bursaries, foundations, employers. Link a sponsor to a learner on the learner’s page: their share is billed to the sponsor at each term’s billing.” Add on the Sponsors list adds one. “Claims and remittances for sponsors are under Sponsors and claims”, the next page in the Fees menu.

Good to know

A bursary the school gives itself, such as a staff child’s, is not a sponsor: it comes off the learner’s invoice. See Give a bursary.

What if

Record stays grey

Choose at least one learner, and make the shares add up to the cheque amount: Split so far shows both figures.

A sponsor is not in Sponsor record

Type its name under From and record the cheque, or add the sponsor first with Add on the Sponsors list.

The cheque is recorded already

Kila records each sponsor’s cheque number once:

Kila shows:

Not recorded

Nakuru County Education Bursary Fund’s cheque 004512 has already been recorded.

Check Bursary cheques: the cheque is there, with the learners it was split across.

Related

• Follow up fee balances: reminders to those who owe.
• Give a bursary: the school’s own bursaries and discounts.
• Bursar: fees, sponsors and the books.

Next: use the defaulters and the clearance list to follow up before the end of term.