Payment Requests

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How Payment Requests Work

When a staff member (not admin) collects a fee, it goes through an approval flow:

1. Staff records the payment → it becomes a Payment Request
2. Admin reviews and approves or rejects it
3. On approval, the payment is added to the student’s balance and a receipt is generated

This ensures all fee collections are verified by the admin before hitting the books.

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For Staff — Submitting a Request

Go to Fees, find the student, and click Collect Fee. Fill in the amount, method, and date, then submit. The payment shows as Pending until the admin approves.

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For Admins — Reviewing Requests

Go to Fees and open the Pending Requests section. Each request shows:

• Student name
• Amount
• Payment method
• Date collected
• Staff member who collected

Click Approve to confirm or Reject (with a reason) to send it back.

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Rejected Requests

If a request is rejected, the staff member sees the rejection reason. They can resubmit with corrections.

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Unverified Payments

Payments recorded via UPI or bank transfer that haven’t been confirmed yet show as Unverified. Admins can verify them once the bank statement is checked. See Fee Management.