Your role
Bursar
Your day as bursar in Kila, from the fees office to billing the term, fee structures, bursaries, sponsors and the fee reports.
As bursar you run the school’s fees: the fee structures, billing each term, the payments that come in at the counter and by paybill, bursaries and sponsors, statements to guardians and the fee reports. The role is built on the accountant’s, so the books are in it too.
When you sign in
Link to this section: When you sign inKila opens the Fees office, with four tabs: Counter, Today’s receipts, Paybill to place (with the number of payments waiting) and Follow up. On the Counter, Find a student or family takes an admission number, a name, or a guardian’s name or phone.
Your day
Link to this section: Your day- Morning. Place the paybill payments Kila could not match to a learner: Place a paybill payment.
- At the counter. Take fees for a family, or move a payment to the right child or vote head: Take fees at the counter.
- Balances. Work through Follow up and record promises to pay: Follow up fee balances. Send statements to guardians: Send a fee statement.
- Each term. Set the fees under Fee structures, then bill everyone under Bill a term: Set a term’s fee structures and Bill a term.
- Reports. See the collection, the sponsors and the cheques in Fee reports and sponsors: Fee reports and sponsors.
What you can do
Link to this section: What you can do- Everything in the fees office: take fees, print receipts, place paybill payments, follow up balances.
- Set fee structures, with optional items, and bill a term.
- Give a bursary or a discount on a learner’s fees.
- Record sponsor cheques and see what each sponsor owes: Fee reports and sponsors.
- Add and edit learners and guardians under Students and Guardians, and send messages to guardians.
- The books, as the accountant’s role has them: see Reconcile M-Pesa and bank statements.
Everything the role is allowed to do
- General
- View dashboard; Approve or reject requests
- Point of sale
- View sales; Review shifts and variances
- Catalog
- View products and services; Create and edit products and services
- Stock
- View stock
- Purchasing
- View purchasing; Manage supplier invoices
- Customers
- View customers; Create and edit customers
- Credit
- View credit and agreements; Record repayments; Keep the cheque register: record, bank, clear and bounce customers’ cheques
- Finance
- View payments; Reconcile payments; View the books; Post manual journals; Close periods; View the fixed asset register and its custodians; Add and move fixed assets and post depreciation; Sell or write off fixed assets; View the client account: balances held per client and matter, and the client ledger; Receive client money, pay out of it and transfer fees to office against a fee note; Submit expenses; Approve and pay expenses
- Cash
- View cash: tills, safes, money on its way to the bank and the daily cash report; Prepare banking: cash to the bank with a deposit slip; Match deposits to the bank statement or confirm them banked
- Money
- View money accounts: cash, M-Pesa and bank balances and their checks; Add money accounts, move money between them and record actual balances; Record owner put in or took out, correct balances and change where a payment came from; Record cash deposited from the till to M-Pesa or the bank after trading (own branch)
- Reports
- View reports; Export reports
- Administration
- View audit log
- Statements
- View M-Pesa and bank statements and their analysis; Upload statements, classify and match lines and work their exceptions
- Staff
- View staff records, attendance and leave; Record, approve, pay out and recover salary advances and staff loans; Export payroll inputs
- Payments out
- View payment runs and payees; Prepare payment runs and send approved payments; Add payees and change their M-Pesa or bank details
- Compliance
- View the compliance calendar and its documents
- Distribution
- View principals, trade schemes, claims and secondary sales; Prepare, submit and settle claims to principals
- Delivery
- Settle drivers’ trips: count the cash, cheques and signed notes they hand in
- Academics
- Send messages to guardians of a class, a route or everyone
What needs a manager
Link to this section: What needs a managerRefunds and expenses above the limits below go for approval to someone whose limit covers them, such as the owner. Academics (registers, marks, report cards) are not in the role.
| Approval limit | Up to |
|---|---|
| Expenses | KES 300,000.00 |
| Refunds | KES 50,000.00 |
Common questions
Link to this section: Common questionsA parent paid by paybill but the learner’s balance has not changed. Why? The account they typed matched no admission number, so the payment waits under Paybill to place. Or the payment has not reached Kila yet: without live M-Pesa payment notifications it comes in when you upload the paybill’s statement. See Place a paybill payment.
Can the fees clerk bill a term or change a fee structure? Not with the role as Kila sets it up: the fees clerk takes fees, prints receipts and sends statements, and billing and fee structures are yours. See Fees clerk.
Where do I give a bursary? On the learner’s page: edit the learner and set the bursary or discount, with its reason. See Give a bursary.