Accounting & Expenses

No. Every fee payment, discount, waiver, void and advance is posted to the ledger automatically, using double-entry. You only enter things that don't come through Skoolyte, such as expenses (salaries paid outside payroll, bills, purchases) and other income.

Go to Finance → Accounting and press Record Expense or Record Income. Choose the account (e.g. Utilities, Rent), enter the amount, date, payment method and a description.

If Transaction Approval is on (Settings → School Profile → Finance), these entries wait in the Fiscal Approval Queue as Pending until someone presses Approve & Post. Otherwise they post straight away.

Finance → Transactions lists every income, expense and journal entry. Filter by date, account or status, tick entries and press Post Selected or Reject Selected. Press Details to see the debit and credit lines, and View Original Receipt for fee payments.

Finance → Chart of Accounts is the list of ledger accounts (assets, liabilities, equity, revenue, expenses) in a tree. A standard Pakistani school chart is created for you. You can add your own with New Account (e.g. "Computer Lab Equipment"). Header accounts only group other accounts and can't hold transactions. Press an account and View Register to see its ledger with opening and closing balances.

Each fee type has a Revenue Account (set under Fee Management → Admin Actions → Fee Types). The default accounts for cash, bank, receivables, discounts and so on are set under Settings → School Profile → Finance → Automated Accounting Mappings. Changing a mapping only affects new transactions.

With Accrual Accounting on (Finance settings), fees are recorded as income owed (a receivable) as soon as they are generated, and payments then clear the receivable. With it off, income is recorded only when cash comes in. Accrual gives a truer picture of what the school has earned and is owed. Most schools that want a proper balance sheet should turn it on.

Accounting → Reports (Financial Statements). Pick the dates and press Generate to get the Trial Balance, Income Statement and Balance Sheet, for all campuses or one. Use Export PDF or Print. Fee discounts show as a deduction from income, not as an expense.

On Chart of Accounts, press Reconcile Balances. It runs read-only checks:

• stored balances against a fresh recalculation from the ledger
• fee income counted twice
• fees missing their receivable (Unbilled Receivables, common after imports)
• arrears credited to revenue instead of equity
• arrears write-offs taken from revenue

Each check explains what it found, and nothing is changed until you press its fix button. Fixes add correcting journal entries and never edit or delete past entries. Ask Skoolyte support if you are unsure.