Introduction to accounting
At the end of the day, the bursar needs to explain both the money received and the amounts families still owe. Schoolbooks connects those answers through invoices, receipts, allocations and the general ledger.
Begin by checking accounting setup. Then prepare an invoice, submit the approved charge and record the payment when it arrives. Each step leaves a document that explains the accounting entry.
On this page
Open AccountingDraft, submit and settleYour first accounting workflowKeep the evidence with the transactionCheck the resultOpen Accounting
- From Desktop, select Accounting.
- Choose Invoicing for customers, invoices, receipts and outstanding balances.
- Use Accounting setup for fiscal years, cost centres, dimensions and exchange rates. Open General ledger for the chart of accounts and journals; use Financial reports to review results.
Draft, submit and settle
| Stage | What it means |
|---|---|
| Draft | Prepare and review the document. An unsubmitted invoice does not post its charge to the ledger. |
| Submitted invoice | The charge has been posted. The original invoice becomes the record of what was billed. |
| Submitted receipt | The receipt posts the collection and applies its allocations. |
| Partially paid / paid | Allocated settlement reduces the amount outstanding; it does not change the invoice’s original total. |
Your first accounting workflow
Keep the evidence with the transaction
Use the correct customer, document date, currency and account. Keep a meaningful description on invoice lines and a payment reference on receipts. Attach the supporting material when the workflow provides an attachment action.
If a submitted document needs correction, use the appropriate credit or reversal workflow. Do not treat a change of status as a substitute for a posted correction.
Check the result
After submitting an invoice, confirm its status and outstanding balance. After submitting a receipt, confirm that the receipt exists and the intended invoice balance has reduced.
Use the ledger and reports for the same organization, period and currency context. If figures do not agree, investigate the source documents and allocations before making a correcting entry.