Fee structure
Each class’s fees for the term, entered once and billed to every active student.
Fees and SchoolPay
Fees that add up to the shilling.
Set each class’s fees once, bill the whole school in one go, bring SchoolPay payments in by themselves, and know who still owes what.
Questions? WhatsApp +256 783 204 665
At a glance
SchoolPay
Payments brought in and matched to the student by payment code, never twice.
Receipts and statements
A numbered receipt for every payment and a statement for every student.
Following up
Demand notices, lists, meal cards and gate passes for those who owe.
Billing
Every student billed once, and only once
Look at the preview, then bill a class or the whole school for the term. A fee is never billed twice to the same student.
- Last term’s balances carried forward, previewed first, never carried twice.
- A changed fee is not changed silently: the school posts an adjustment, or reverses the bills.
- Services such as transport, lunch or a uniform billed only to the students who take them.
- Bursaries and scholarships credited once, and taken back exactly if the award is removed.
| Date | Details | Amount | Balance |
|---|---|---|---|
| 2 Sep | Balance from Term 2 | −120,000 | −120,000 |
| 2 Sep | Term 3 fees · P.5 | −450,000 | −570,000 |
| 2 Sep | Bursary | +50,000 | −520,000 |
| 18 Sep | SchoolPay · receipt 4127 | +300,000 | −220,000 |
| 2 Oct | Bank · receipt 4290 | +150,000 | −70,000 |
| Still to pay | UGX 70,000 | ||
SchoolPay
Payments that land on the right account
Payments parents make through SchoolPay come in and are matched to the student by their payment code. Each SchoolPay receipt is recorded once.
- A payment with a wrong code waits for the bursar to choose the student; nothing is guessed.
- “Sync now” brings in the last two weeks for your school whenever you ask.
- A SchoolPay statement can be uploaded, previewed and confirmed.
- SchoolPay against your books, by day or by term, with every difference listed.
All channelsWaitingNeeds a student
| Receipt | Student | Amount | Status |
|---|---|---|---|
| SP-81427 | Okello Brian | 250,000 | Imported |
| SP-81431 | Namubiru Joan | 400,000 | Imported |
| SP-81440 | Mugisha Ivan | 120,000 | Waiting |
| SP-81452 | Code not found | 90,000 | Choose student |
UGX 860,000 todayEach payment once, with its receipt number
Matched
Following up
Know who owes, and tell them
Choose students by balance, by class or by name, and print what the office and the gate need.
- Demand notices, lists, meal cards and gate passes, with a text to the parent if you choose, its cost checked first.
- Promises to pay, checked against what was really paid: kept, overdue or paid late.
- Collections and balances by class and by term, each as a PDF for the board.
- One payment shared between brothers and sisters when a parent pays for all of them at once.
CollectedUGX 84.2m
Still owedUGX 19.6m
A term’s fees
From the fee structure to the last balance
Set the fees
Enter each class’s fees for the term; the same fee name twice on a class is refused.
Bill
Look at the preview and bill a class or the whole school.
Payments come in
SchoolPay by itself; bank and cash recorded by the bursar, each receipted.
Follow up
Demand notices and texts to those who owe; reports for the board.
Who does what
- Bursar and finance officer
- Set fees, bill, record payments, bring in SchoolPay and follow up balances.
- Head teacher and deputy
- See every account and report, without being able to change them.
- Only the bursar
- Deletes a payment line; every deleted line is kept in an archive with who, when and why.
Each member of staff signs in as themselves; their role decides what they can change and what they can only look at.
Good to know
What it does not do today:
- Parents pay through SchoolPay, the bank or the school’s office; the parents’ app shows the balance but does not take payments.
- Payment plans for parents are not set up in the system; promises to pay are recorded and followed instead.
Questions
What schools ask us
Does it work with SchoolPay?
Yes. SchoolPay payments are brought into each student’s account by their payment code, each SchoolPay receipt once, and you can compare SchoolPay with your books by day or by term.
What if a parent uses the wrong code?
The payment waits, marked, until the bursar chooses the right student. Nothing is put on an account by guesswork.
Can we bring in balances from a spreadsheet?
Yes. Upload an Excel or CSV file, match its columns, check every row, then post. The same file cannot be posted twice.
Can a payment be deleted?
Only by the bursar, and the deleted line is kept in an archive with who deleted it, when and why.
Do parents get receipts?
Every payment has a numbered receipt the school can print, one at a time or many at once.
Read on
More about School Dynamics
Bill this term in it.
Set your fees, bring in your balances and see SchoolPay land during the 30-day trial. Questions first? WhatsApp +256 783 204 665 or call +256 414 581 765.