Take fees at the counter

When a parent pays at the office, take the money on the Counter of the Fees office. One payment can cover all their children: Kila pays the oldest debts first, or shares it the way the parent asks, and prints one receipt for the family.

Steps

1. Open the Fees office

   A fees clerk and a bursar start there when they sign in. Otherwise choose Today › Fees office. It opens on the Counter.

2. Find the family

   Under Find a student or family, type an admission number, a name, or a guardian’s name or phone. Press / to jump to the search.

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3. Choose a child and check the family

   Tap one of the children. Kila shows the paying guardians, every child in the family with what each owes, and Family owes, the total.

4. Choose how they pay

   Under Take a payment, choose Cash, M-Pesa code, M-Pesa prompt, Bank slip, Card or Cheque. For anything but cash, type the code, slip or cheque number. M-Pesa prompt sends a request to the paying guardian’s phone instead. Until Kila’s M-Pesa connection is live (Integrations and API says Prompts not connected), Kila sends no prompt and says “M-Pesa prompts are not connected to Safaricom yet”: choose M-Pesa code instead. See Take M-Pesa.

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5. Type the amount

   Type what the parent gives you in Amount (KES).

6. Share it between the children, if the parent asks

   Leave it, and Kila pays the oldest debts first, across the children. To share it another way, tick Split between the children by hand and type each child’s share. Kila adds them up: Shares add up to KES 5,000.00 of KES 5,000.00.

7. Tap Receive

   The button shows the amount, such as Receive KES 5,000. Kila confirms the receipt, such as Receipt FR-000004: “KES 5,000.00 received by cash.” The family’s balances go down straight away.

8. Print the receipt

   Tap Print receipt (R), or press R. One Fee receipt covers the family: what each child was paid, their Balance now, and who received the money.

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At the end of the day

Today’s receipts, the next tab, is your day book. A fees clerk sees the receipts she took; a bursar sees everyone’s, or Mine.

1. Cash to hand over is the cash taken today, to hand to the bursar with the day book.
2. Print the day book prints every receipt of the day, the totals by method and the cash to hand over.

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What if

Nobody found

Kila shows:

Nobody found.

Try part of the name or the last digits of the phone.

Type less: part of the name, the digits of the admission number, or the last digits of the guardian’s phone.

Receive stays grey

There is no amount yet, or you are splitting by hand and the shares do not add up to it. Kila shows the gap, such as Shares add up to KES 4,000.00 of KES 5,000.00. Change a share until the two match.

The parent paid on the paybill

You do not need to receipt it. A payment with the admission number as the account reaches the child’s account by itself once it reaches Kila: by M-Pesa’s payment notification, or when the bursar uploads the paybill’s statement. One that Kila could not match waits under Paybill to place: see Place a paybill payment.

Needs a manager

Money taken on the wrong child is put right by the bursar. On the family, Move fees between children moves part of a payment to a brother or sister, with the reason: “Both statements show the move. It can be undone.”

Related

• Place a paybill payment: money on the paybill that matched no learner.
• Send a fee statement: what a family owes, printed or by SMS.
• Fees clerk: your day in the fees office.

Next: at the end of the day, print the day book and hand the cash over to the bursar.