Edurive Documentation

Accounting Module

The Edurive Accounting Module is a comprehensive financial management system designed specifically for educational institutions. It provides a complete double-entry bookkeeping system that helps schools maintain accurate financial records, generate essential reports, and make informed financial decisions.

Overview

The Accounting Module provides a complete double-entry bookkeeping system that helps schools maintain accurate financial records, generate essential reports, and make informed financial decisions.

Chart of Accounts

The Chart of Accounts is the foundation of your accounting system. It's a complete listing of all accounts used to record financial transactions in your school.

Account Types

Edurive supports five main account types following standard accounting principles:

Creating Accounts

To create a new account:

1. Navigate to Financial Management → Chart of Accounts
2. Click "Add Account"
3. Fill in the account details:
   • Account Code: Unique identifier (e.g., "1000", "4000")
   • Account Name: Descriptive name (e.g., "Cash", "Tuition Income")
   • Account Type: Select from Assets, Liabilities, Equity, Income, or Expense
   • Account Category: Further classification within the type
   • Balance Type: Debit or Credit (determines how balances are calculated)
   • Opening Balance: Initial balance when setting up the account
4. Click "Create Account"

Account Hierarchy

You can create parent and sub-accounts to organize your chart of accounts hierarchically. This helps in:

• Better organization of related accounts
• Easier financial reporting
• Simplified account management

Journal Entries

Journal Entries are the primary method for recording all financial transactions in your accounting system. Each entry follows the double-entry bookkeeping principle: Total Debits must equal Total Credits.

Understanding Double-Entry Bookkeeping

Every transaction affects at least two accounts:

• Debit (Dr): Increases Assets and Expenses; Decreases Liabilities, Equity, and Income
• Credit (Cr): Increases Liabilities, Equity, and Income; Decreases Assets and Expenses

Creating a Journal Entry

To create a journal entry:

1. Navigate to Financial Management → Journal Entries
2. Click "Create Journal Entry"
3. Enter the entry details:
   • Entry Date: Date of the transaction
   • Description: Brief explanation of the transaction
4. Add at least two line items:
   • Select an account
   • Enter either a Debit amount OR a Credit amount (not both)
   • Add a description for that line item
5. Ensure Total Debits = Total Credits
6. Click "Create Journal Entry"

Example: Recording Tuition Payment

Posting Journal Entries

After creating a journal entry, it starts in "Draft" status. To make it official:

1. Review the entry for accuracy
2. Click "Post Entry" on the entry detail page
3. The entry status changes to "Posted"
4. Ledger entries are automatically created and account balances are updated

Entry Types

Journal entries can be categorized by type:

• Manual: Created directly by users
• Payroll: Automatically created when payroll is processed
• Payment: Automatically created when student payments are recorded
• Invoice: Automatically created when invoices are generated
• Refund: For refund transactions
• Adjustment: For correcting entries or adjustments

Ledger Entries

Ledger Entries are automatically created when journal entries are posted. They represent the detailed transaction history for each account in your chart of accounts.

How Ledger Entries Work

When you post a journal entry:

1. The system creates a ledger entry for each account affected
2. Each ledger entry records:
   • The account being debited or credited
   • The amount (debit or credit)
   • The date of the transaction
   • A description
   • A reference to the original journal entry
3. Account balances are automatically updated

Viewing Ledger Entries

You can view ledger entries in two ways:

• From Journal Entry: View all ledger entries created by a specific journal entry
• From General Ledger Report: View all transactions for a specific account over a date range

Financial Reports

Edurive provides comprehensive financial reports to help you understand your school's financial position and performance.

Income Statement (Profit & Loss)

The Income Statement shows your school's revenue and expenses over a specific period, resulting in net income or loss.

How to Generate:

1. Navigate to Financial Management → Financial Reports
2. Click "Income Statement"
3. Select the date range (defaults to current year)
4. View the report

Balance Sheet

The Balance Sheet provides a snapshot of your school's financial position at a specific point in time, showing Assets, Liabilities, and Equity.

How to Generate:

1. Navigate to Financial Management → Financial Reports
2. Click "Balance Sheet"
3. Select the "As of" date
4. View the report

Trial Balance

The Trial Balance lists all accounts with their debit and credit balances. It's used to verify that total debits equal total credits, ensuring your books are balanced.

General Ledger

The General Ledger shows the complete transaction history for a specific account, including running balances.

How to Generate:

1. Navigate to Financial Management → Financial Reports
2. Click "General Ledger"
3. Select an account from the dropdown
4. Choose the date range
5. View the detailed transaction history

Complete Workflow

Here's a typical workflow for managing your school's finances:

Initial Setup

1. Create Financial Period: Set up your accounting period (e.g., Academic Year 2024-2025)
2. Set Up Chart of Accounts: Create all necessary accounts organized by type
3. Enter Opening Balances: Record opening balances for existing accounts

Daily Operations

1. Record Transactions: Create journal entries for all financial transactions
2. Review Entries: Verify accuracy before posting
3. Post Entries: Post journal entries to update account balances

Period-End Process

1. Run Trial Balance: Verify all accounts are balanced
2. Generate Reports: Create Income Statement and Balance Sheet
3. Review Financials: Analyze financial performance
4. Close Period: Mark the financial period as closed (if applicable)

Best Practices

Chart of Accounts

• Use a consistent numbering system
• Keep account names clear and descriptive
• Organize accounts hierarchically when needed
• Review and update accounts regularly
• Don't delete accounts with transaction history (deactivate instead)

Journal Entries

• Always include clear, descriptive explanations
• Double-check that debits equal credits before posting
• Review entries in draft status before posting
• Use appropriate entry types for better tracking
• Keep supporting documentation for all entries

Financial Reports

• Run Trial Balance regularly to catch errors early
• Review Income Statement monthly to track performance
• Generate Balance Sheet at period-end
• Compare reports across periods to identify trends
• Export reports for external accountants or auditors

Security & Access

• Limit access to accounting functions to authorized personnel only
• Use role-based permissions to control who can create, edit, or post entries
• Maintain an audit trail by reviewing posted entries regularly
• Back up financial data regularly

Need Help?

If you have questions or need assistance with the Accounting Module:

• Check the in-app help tooltips
• Contact your school administrator
• Reach out to Edurive support

Payroll Module

The Edurive Payroll Module is a comprehensive employee salary management system designed to streamline payroll processing for educational institutions. It provides a complete solution for managing employee salaries, generating payslips, processing payroll runs, and maintaining accurate payroll records.

Payroll Runs

A Payroll Run represents a single payroll processing cycle for a specific pay period. It contains all the payslips for employees included in that payroll cycle.

What is a Payroll Run?

A Payroll Run is a collection of payslips for a specific pay period. It includes:

• Pay Period: Start and end dates for the pay period
• Pay Date: When employees will receive their payment
• Employees: All employees included in this payroll run
• Payslips: Individual payslips for each employee
• Totals: Total gross salary, deductions, and net pay for all employees
• Status: Draft, Pending Approval, Approved, or Processed

Payroll Run Statuses

Payroll runs go through a workflow with the following statuses:

• Draft: Payroll run has been created but not yet submitted for approval. Can be edited.
• Pending Approval: Payroll run has been submitted and is waiting for approval. Can still be edited.
• Approved: Payroll run has been approved and is ready to be processed. Cannot be edited.
• Processed: Payroll run has been processed, payslips generated, and journal entries created. Final status.

Creating a Payroll Run

There are two ways to create a payroll run:

Payroll Run Workflow

Salary Components

Salary Components are the building blocks of an employee's salary. They define what makes up an employee's pay, including basic salary, allowances, bonuses, and deductions.

Types of Salary Components

Salary components are divided into two main categories:

Calculation Types

Salary components can be calculated in three ways:

• Fixed Amount: A fixed dollar amount (e.g., $500 housing allowance)
• Percentage: A percentage of basic salary (e.g., 10% of basic salary for transport allowance)
• Formula: A custom calculation formula (advanced)

Recurring vs. One-Time Components

• Recurring Components: Automatically included in every payroll run (e.g., basic salary, monthly allowances)
• One-Time Components: Only included in a specific payroll run (e.g., annual bonus, one-time adjustment)

Managing Salary Components

Salary components are managed through the Employee Management system:

1. Navigate to Employee Management
2. Select an employee
3. Go to the employee's salary configuration
4. Add, edit, or remove salary components
5. Set whether components are recurring or one-time

Example Salary Structure

Payslips

Payslips are detailed statements that show an employee's earnings and deductions for a specific pay period. They are automatically generated when a payroll run is processed.

Payslip Information

Each payslip contains:

• Payslip Number: Unique identifier for the payslip
• Employee Information: Name, employee ID, position
• Pay Period: Start and end dates of the pay period
• Pay Date: When the payment will be made
• Earnings Breakdown:
  • Basic Salary
  • Total Allowances
  • Total Bonuses
• Deductions Breakdown:
  • Tax Amount
  • Total Deductions
• Summary:
  • Gross Salary (Total Earnings)
  • Total Deductions
  • Net Salary (Take-Home Pay)

Accessing Payslips

Payslips can be accessed in several ways:

• From Payroll Run: View all payslips for a specific payroll run
• From Employee Profile: View all payslips for a specific employee
• Individual Payslip: Direct link to a specific payslip

Downloading Payslips

Payslips can be downloaded as PDF documents:

1. Navigate to the payslip details page
2. Click "Download Payslip"
3. The PDF will be generated and downloaded

Payslips can be:

• Printed for physical records
• Emailed to employees
• Stored digitally for record-keeping
• Used for tax and accounting purposes

Run Payroll (QuickBooks Style)

The "Run Payroll" feature provides a streamlined, QuickBooks-style interface for processing payroll quickly and efficiently. It's designed for regular monthly payroll processing.

How It Works

When you click "Run Payroll", the system:

1. Auto-Suggests Period: Based on your last payroll run, it suggests the next pay period dates
2. Pre-Fills Employees: Automatically loads all active employees
3. Pre-Fills Salaries: Automatically calculates salaries based on each employee's recurring salary components
4. Displays in Table: Shows all employees in an easy-to-review table format

Using Run Payroll

1. Navigate to Financial Management → Payroll
2. Click "Run Payroll" (the primary button)
3. Review the suggested pay period (or adjust if needed)
4. Review the employee list and their pre-filled salary information
5. Make any necessary adjustments:
   • Add bonuses or one-time allowances
   • Add deductions
   • Adjust gross salary if needed
   • Exclude employees if necessary
6. Click "Process Payroll"

Benefits of Run Payroll

• Speed: Process payroll in minutes instead of hours
• Accuracy: Automatic calculations reduce errors
• Consistency: Uses recurring salary components for consistency
• User-Friendly: Simple interface similar to QuickBooks and Sage
• Flexibility: Still allows manual adjustments when needed

Payroll Schedules

Payroll Schedules allow you to set up recurring payroll processing patterns. They define when payroll should run and which employees should be included.

What is a Payroll Schedule?

A Payroll Schedule defines:

• Frequency: How often payroll runs (Monthly, Bi-weekly, Weekly)
• Pay Date: When employees receive payment (e.g., last day of month, every other Friday)
• Employees: Which employees are included (all employees or specific employees)
• Period Calculation: How to calculate the pay period dates

Creating a Payroll Schedule

To create a payroll schedule:

1. Navigate to Financial Management → Payroll → Advanced Setup
2. Go to the Payroll Schedules section
3. Click "Create Schedule"
4. Configure:
   • Schedule Name: e.g., "Monthly Payroll"
   • Period Type: Monthly, Bi-weekly, or Weekly
   • Frequency: How often to run
   • Start Date: When the schedule begins
   • Employees: All employees or specific employees
5. Activate the schedule

Using Payroll Schedules

When you use "Run Payroll" with an active schedule:

• The system automatically suggests the next period based on the schedule
• It includes the employees defined in the schedule
• It calculates the pay date based on the schedule rules

Schedule Examples

Complete Payroll Workflow

Here's the complete workflow for processing payroll from start to finish:

Monthly Payroll Example

Here's a typical monthly payroll cycle:

1. Day 1-25: Employees work during the month
2. Day 26: Admin runs payroll for the month
3. Day 27: Payroll submitted for approval
4. Day 28: Payroll approved by finance manager
5. Day 29: Payroll processed, payslips generated
6. Day 30/31: Employees receive payment and payslips

Best Practices for Payroll Module

Employee Salary Setup

• Set up all recurring salary components when adding new employees
• Review and update salary components at the beginning of each year
• Keep salary component names consistent across employees
• Use recurring components for regular items, one-time for special cases

Payroll Processing

• Use "Run Payroll" for regular monthly processing
• Process payroll a few days before the actual pay date
• Always review the payroll run before submitting for approval
• Double-check totals and individual employee amounts
• Keep notes for any special adjustments or one-time payments

Approval Workflow

• Establish clear approval hierarchy (who can approve payroll)
• Review payroll runs thoroughly before approval
• Approve payroll runs in a timely manner to avoid delays
• Keep records of who approved each payroll run

Payslip Management

• Download and store all payslips for record-keeping
• Email payslips to employees for their records
• Maintain a backup of all payslip PDFs
• Use payslips for tax reporting and employee queries

Payroll Schedules

• Set up payroll schedules at the beginning of the year
• Use schedules to ensure consistent payroll timing
• Review schedules periodically and update as needed
• Deactivate old schedules instead of deleting them

Integration with Accounting

• Enable "Auto-generate Journal Entries" in payroll settings
• Review journal entries created from payroll processing
• Ensure payroll accounts are properly set up in Chart of Accounts
• Reconcile payroll totals with accounting records

Payments Module

The Edurive Payments Module is a comprehensive student fee management system that streamlines the entire payment process from fee structure creation to receipt generation. It provides schools with complete control over student fees, invoices, payments, and financial tracking.

Fee Structures

Fee Structures are reusable templates that define the rules and amounts for different types of fees. They serve as the foundation for generating student invoices and ensure consistency across your fee management process.

What is a Fee Structure?

A Fee Structure is a template that defines:

• Fee Type: The category of fee (Tuition, Registration, Exam, Transport, Hostel, or Custom)
• Amount: The base fee amount
• Applicability: Which students it applies to (by class, category, session, or term)
• Payment Rules: Whether it's mandatory, allows partial payments, and due date
• Late Fees: Late fee amount and when it applies

Creating a Fee Structure

To create a new fee structure:

1. Navigate to Financial Management → Fee Structures
2. Click "Create Fee Structure"
3. Fill in the required information:
   • Name: A descriptive name (e.g., "Grade 10 Term 1 Tuition")
   • Fee Type: Select from Tuition, Registration, Exam, Transport, Hostel, or Custom
   • Class: Optional - leave blank for all classes, or select a specific class
   • Academic Session: The academic session this fee applies to
   • Term: First Term, Second Term, Third Term, or Annual
   • Student Category: All, New, Returning, Boarding, or Day students
   • Amount: The fee amount
   • Due Date: When the fee is due
   • Mandatory Fee: Whether this fee must be paid
   • Allow Partial Payment: Whether students can pay in installments
   • Late Fee: Amount and number of days after due date before it applies
4. Click "Create Fee Structure"

Fee Structure Examples

Managing Fee Structures

• Edit: You can edit fee structures that haven't been used to create invoices yet
• Deactivate: Set a fee structure to inactive to prevent new invoices from being generated
• Delete: Fee structures with associated invoices cannot be deleted to maintain data integrity
• View Invoices: See all invoices generated from a specific fee structure

Student Invoices

Student Invoices are bills generated for individual students based on fee structures. Each invoice represents a specific fee that a student needs to pay.

How Invoices Work

Invoices are created from Fee Structures and inherit all the rules and amounts defined in the structure. The system automatically:

• Calculates the total amount based on the fee structure
• Applies discounts or scholarships if applicable
• Calculates late fees if the due date has passed
• Tracks payment status (Pending, Partial, Paid, Overdue)
• Updates outstanding balances as payments are received

Generating Invoices

To generate invoices:

1. Navigate to Financial Management → Invoices
2. Click "Generate Invoices"
3. Select a Fee Structure
4. Choose the students to generate invoices for (or select all applicable students)
5. Set the invoice date and due date
6. Click "Generate Invoices"

The system will automatically create invoices for all selected students based on the fee structure rules.

Invoice Status

Invoices can have the following statuses:

• Pending: Invoice has been created but no payment has been received
• Partial: Some payment has been received but the invoice is not fully paid
• Paid: The invoice has been fully paid
• Overdue: The due date has passed and the invoice remains unpaid

Invoice Components

Each invoice contains:

• Invoice Number: Unique identifier for the invoice
• Student Information: Name, class, and student details
• Fee Structure Details: The fee structure this invoice is based on
• Total Amount: The original fee amount
• Discount Amount: Any discounts applied
• Scholarship Amount: Any scholarship deductions
• Late Fee Amount: Automatically calculated if overdue
• Paid Amount: Total payments received
• Outstanding Amount: Remaining balance to be paid
• Due Date: When payment is due

Managing Invoices

• View Details: See complete invoice information, payment history, and status
• Apply Discounts: Add discounts or scholarships to invoices
• Track Payments: View all payments made against an invoice
• Filter & Search: Filter invoices by status, student, or date range

Payments

The Payments system allows you to record, verify, and track all student payments. Payments can be linked to specific invoices or recorded as general payments.

Recording a Payment

To record a new payment:

1. Navigate to Financial Management → Payments
2. Click "Record Payment"
3. Select the student
4. Optionally link to a specific invoice (or leave blank for general payment)
5. Enter payment details:
   • Payment Date: When the payment was received
   • Amount: Payment amount
   • Payment Method: Cash, Bank Transfer, Card, Check, Mobile Money, etc.
   • Payment Reference: Transaction reference number (for bank transfers, etc.)
   • Bank Details: If applicable, bank name and account number
   • Notes: Any additional information
6. Click "Record Payment"

Payment Status

Payments have two main statuses:

• Pending: Payment has been recorded but not yet verified
• Verified: Payment has been verified and is considered confirmed

Payment Verification

After recording a payment, it needs to be verified before it's fully processed:

1. Go to the payment details page
2. Review the payment information
3. Click "Verify Payment"
4. Add verification notes if needed

Once verified:

• The payment is applied to the linked invoice (if any)
• The invoice status is automatically updated
• A receipt is automatically generated
• A journal entry is created in the Accounting Module (if enabled)

Payment Methods

The system supports various payment methods:

• Cash: Physical cash payments
• Bank Transfer: Direct bank transfers with reference numbers
• Card: Credit or debit card payments
• Check: Check payments with check numbers
• Mobile Money: Mobile payment platforms
• Other: Any other payment method

Partial Payments

If a fee structure allows partial payments, students can make multiple payments toward a single invoice:

• Each payment is recorded separately
• The invoice status updates to "Partial" when some payment is received
• The outstanding balance is automatically calculated
• The invoice status changes to "Paid" when fully paid

Payment Reversal

If a payment was recorded incorrectly:

• Only verified payments that haven't generated receipts can be reversed
• Reversing a payment updates the invoice balance
• A reversal record is maintained for audit purposes

Receipts

Receipts are automatically generated when a payment is verified. They provide official proof of payment and can be downloaded as PDF documents.

Automatic Receipt Generation

When a payment is verified:

1. The system automatically creates a receipt
2. A unique receipt number is generated
3. A PDF receipt is generated (if PDF generation is enabled)
4. The receipt is linked to the payment

Receipt Information

Each receipt contains:

• Receipt Number: Unique identifier
• Receipt Date: Date the receipt was issued
• Student Information: Name and student details
• Payment Details: Amount, payment method, and reference
• Invoice Information: If linked to an invoice, invoice details are included
• School Information: School name, logo, and contact details

Downloading Receipts

To download a receipt:

1. Go to the payment details page
2. Click "Download Receipt"
3. The PDF receipt will be generated and downloaded

Receipts can be:

• Printed for physical records
• Emailed to students or parents
• Stored digitally for record-keeping
• Used for accounting and audit purposes

Complete Payment Workflow

Here's how the complete payment process works from start to finish:

Late Fee Scenario

If a payment is made after the due date:

1. The system automatically calculates the late fee based on the fee structure rules
2. The late fee is added to the invoice total
3. The invoice status changes to "Overdue"
4. When payment is received, it includes both the original amount and the late fee

Partial Payment Scenario

If a fee structure allows partial payments:

1. Student makes first payment (e.g., $200 of $600)
2. Invoice status changes to "Partial"
3. Outstanding balance shows $400
4. Student makes second payment (e.g., $200)
5. Outstanding balance updates to $200
6. When final payment is made, invoice status changes to "Paid"

Best Practices for Payments Module

Fee Structure Management

• Create fee structures at the beginning of each academic year
• Use descriptive names that clearly identify the fee
• Set appropriate due dates well in advance
• Review and update fee structures before generating invoices
• Deactivate old fee structures instead of deleting them

Invoice Generation

• Generate invoices in batches for efficiency
• Review the list of students before generating invoices
• Set realistic due dates that give students enough time to pay
• Use filters to generate invoices for specific classes or categories

Payment Processing

• Record payments promptly when received
• Always verify payments before marking as verified
• Include payment references for bank transfers and card payments
• Keep supporting documentation (bank statements, receipts) for audit purposes
• Regularly review pending payments and follow up on unverified payments

Receipt Management

• Download and store receipts for all verified payments
• Email receipts to students/parents for their records
• Maintain a backup of all receipt PDFs
• Use receipts for reconciliation with bank statements

Reporting & Monitoring

• Regularly check overdue invoices and follow up with students
• Monitor payment statistics to identify trends
• Review outstanding balances regularly
• Generate payment reports for accounting purposes