Sahel EDU

Bank deposits for school fees: declare, match to the statement, hand over the receipt

Many families pay school fees by a deposit at the bank, then bring a slip that the bursar has to find on the statement. When the slip is unreadable or lost, nobody is sure of anything. With Sahel EDU, software for managing bank deposits, the family declares its deposit with a photo of the slip, the bursar matches it to the statement, and the deposit becomes an allocated payment with its receipt. There is no online payment.

The bank deposit: where receipts get lost

The parent deposits at the bank, keeps a slip, then comes to the school office. Meanwhile, the bursar receives a statement with lines that carry no student’s name. Matching the two is long work, and that is where errors begin.

Every school that receives its fees through the bank knows the problem.

The slip is unreadable, or the family cannot find it.
A line of the statement carries neither the student’s name nor the class.
One deposit is entered twice, or never.
The parent says they have paid, the school sees nothing, and the discussion drags on.
The student’s balance is not up to date until the matching work is finished.

Matching deposits to the statement: the method

Reconciliation means matching each line of the bank statement with an expected deposit. It is done better and faster when the family has declared its deposit before the bursar opens the statement.

Whatever the tool, a method in a few steps is enough.

Get the bank statement at regular intervals.
Gather the families’ declarations or slips for the same period.
Link each statement line to a single declared deposit.
Then allocate the amount to the right student and the right fee item.
Keep the proof: slip, statement line and receipt issued.
Set aside the lines with no match, to deal with them.

In Sahel EDU: the family declares, the bursar matches

The family declares the deposit it has made, at the bank or by a mobile means, and attaches a photo of its slip. Until the deposit is matched, it remains a declaration. The bursar imports the bank statement, then matches each declared deposit to its line.

Once matched, the deposit becomes a payment allocated item by item, with its numbered receipt, as a PDF in three languages. Schools that do not take cash at the desk can switch on the “zero cash” option.

The declaration carries the photo of the deposit slip.
The bursar keeps the decision: matching is done by a person, not by a machine.
The payment is allocated by item: registration, tuition, exam and others.
The receipt carries a running number, with the amount in words.
The means of payment used is recorded with the payment.
The “zero cash” option removes cash collection at the desk.

What this changes for families and for the management

For the family, the receipt and the balance are found in its space, without chasing a piece of paper. The family statement lists each payment to the last unit.

For the management, the amount still to pay by student and by class is up to date as soon as the deposit is matched, which makes reminders easier and avoids chasing a family that has already paid.

Receipts are found in a single register with continuous numbering.
The amount still due is read by student and by class.
Reminders go out only for real arrears.
A matched payment changes the amount due, on which the report card hold relies when it is switched on.

Limits: no online payment, and matching stays human

Sahel EDU triggers no online payment and sends no payment link to parents. Families pay at the cash desk or by bank or mobile deposit; the school records the payment, and the family sees its receipt and balance.

To get started: explain to families how to declare a deposit, import the bank statement every week, then match the lines one by one.

No payment gateway is connected.
The photo of the slip is a document to check against the statement; it is not proof of payment on its own.
Matching depends on the regular import of the statement.
It needs a connection when declaring or matching.
The software does not remove the need to talk to the bank if the bank makes an error.

Frequently asked questions

Can a family pay directly in the application?

No. There is no online payment. The family pays at the cash desk or by bank or mobile deposit, then declares it, and the school records it.

What happens to the photo of the slip?

It goes with the deposit declaration. The bursar checks it when matching the deposit to the statement line.

Is matching done without the bursar?

No. The bursar matches each declared deposit to the imported statement; it is a human decision.

What does the receipt given to the family contain?

A running number, the amount in figures and in words, the allocation by item, as a PDF in the languages of the school.

Can we try it before committing?

Yes. The free trial lasts 30 days, with no commitment. The price is then negotiated with each school and can be read on the Pricing page.

Try Sahel EDU for free

Try Sahel EDU free for 30 days, no commitment. Afterwards, the price is negotiated with your school and confirmed in writing.

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