Fees you can trust: money integrity, by design

When money changes hands at a school, the software's real job is trust: every cedi accounted for, every receipt findable, and no payment ever recorded twice. iEasySR builds that in, so the books stay honest without anyone policing them.

Receipts that never repeat or skip

Record a payment against an issued bill (cash, bank, MoMo or cheque) and a receipt number is allocated automatically for that school, for example GLO-RCT-0001, with a receipt PDF generated at once. The numbers come from a single server-held sequence per school, assigned in order, so they are always sequential and never duplicated, even when several cashiers collect at the same time, and even when payments were taken offline and sync later. A gap-free receipt run is exactly what an auditor wants to see.

Online and mobile money reconcile themselves

When a parent pays online through the portal, by card or mobile money, the payment, the receipt and the ledger entry all record themselves onto the right bill. Nothing is re-keyed, and a repeated webhook cannot post it twice. Each school connects its own Paystack account, so the money settles straight to your bank, and once your account is active for your country, mobile money (MTN MoMo, Telecel or Vodafone Cash, M-Pesa and more) needs no separate signup.

A queue for the awkward ones

Some money arrives without a clear student reference: a mobile-money transfer where the sender typed nothing useful. That is what the reconciliation queue (Fees then Reconciliation, owners and bursars) is for. Log the amount, method, sender and date so the cash is accounted for immediately, then Allocate it to a student by name or ID: each match shows the class, session and current balance so you pick the right one. Allocating records it against their current bill exactly like a normal payment, with a receipt number and a ledger entry. If it is not a fee at all, Dismiss it with a reason, and it moves to a resolved list rather than vanishing.

Nothing double-records

Every one of these paths is idempotent. Offline payments carry a one-time key, online payments are guarded against a repeated webhook, and each reconciliation-queue entry carries its own one-off key, so a blank or shared mobile-money reference can never be recorded twice, and an entry already allocated cannot be allocated again. Whether the pressure is a flaky line or a busy gate, a payment lands once.

Corrections that leave a trail

Mistakes happen, and the right fix is never a quiet delete. To reverse a payment taken in error, void it: the record and its receipt number stay for the audit trail, any ledger entry is reversed, and the bill totals recompute. To forgive a genuinely uncollectible balance, write it off: it stops showing as outstanding and does not carry forward as arrears, and because unpaid fees were never booked as revenue it is cash-basis with no ledger entry. Every write-off is stamped with who did it, when, and an optional reason, and appears on the Write-off Register report. Both can be reversed.

Trust as the default

None of this asks for extra diligence from your cashiers. The sequence numbers itself, the online channels reconcile themselves, the queue catches the strays, and every correction signs its own name. That is the difference between a fee system you have to double-check and one you can simply trust.