Recording Manual Payments

Parents' bank transfers and card terminal payments record themselves. A manual payment is for money that didn't come through them, which usually means cash, or a POS machine other than your Paystack terminal. The feature is hidden entirely until Fees101 has enabled it for your school, and even then, the owner has to accept a liability note before it can be used.

The liability gate

Manual payments stay hidden until two things are both true: Fees101 has enabled the feature for your school, and the owner has accepted the current versioned liability note. Neither alone is enough.

Recording a payment

Go to Money → Manual Payments.

Select the student, and optionally a specific invoice.

03Enter the amount and method (usually cash).

Choose POS only for a machine that isn't your Paystack terminal, because terminal payments record themselves.

Choose where it was deposited: school_bank, paystack_dva, or other.

Enter a reference at least 3 characters long, and optional notes.

Submit.

Approval

The owner's own entries auto-apply immediately. Anyone else's wait for a different staff member holding Approve Manual Payments.

Correcting a mistake

A manual payment is never edited in place once recorded. The only way to correct one is an audited reversal, which requires a reason of at least 5 characters. This keeps a full, honest history of what was entered and when, rather than quietly rewriting a past entry.

Provider- or DVA-sourced payments can never be reversed this way — reversal is specifically for manually-recorded entries.

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