# Collect a fee (cash, UPI, cheque, card or online)

> Record a full or part fee payment in Pathshala by cash, UPI, cheque, card or bank transfer and send the receipt to the parent on WhatsApp.

Source: https://pathshala.mjxtechnologies.com/docs/fees/collect-a-fee/

Collecting a fee in Pathshala means recording a payment against an invoice. The invoice's balance goes down at once, a receipt number is given, and the receipt can reach the family on WhatsApp within seconds.

> [!PATH] Apps › Fees › Invoices › View › + Record Payment

![Invoice detail with the + Record Payment button marked](media/fees/collect-a-fee-1.jpg "Apps › Fees › Invoices › View › + Record Payment")

![Record Payment form with Use full and the Record Payment button marked](media/fees/collect-a-fee-2.jpg "Apps › Fees › Invoices › View › + Record Payment")

On **Invoices**, the blue [[Collect a payment]] button is the place to start: it puts the cursor in the search box — type the student's name or admission number, open their invoice and press [[+ Record Payment]]. The **Collect fee** button on your dashboard home and [[Collect a payment]] on **Fee collection** open Invoices the same way.

**Payments** opens on this month, the same period as its **This Month** tile.

## Who can use this?

| Action | Who |
|---|---|
| Record a payment | Owner, Admin, or staff with **Collect Fees** (the Accountant and Cashier roles have it) |
| Cancel or refund a payment | See [Refunds and cancellations](fees/refunds) |

Recording payments works on every plan, including Forever Free. The automatic WhatsApp receipt needs **Basic** or above.

## Before you start

- At least one active **payment method** must exist (Cash, UPI, Cheque…). If none exists, the payment form shows a warning with a link to set one up. See [Payment methods](fees/payment-methods).
- The student needs an invoice for the period. If there is none, [raise one](fees/assigning-fees) first.

## How to record a payment

### Steps

1. Open **Apps › Fees › Invoices**. Search by the student's name, admission number or invoice number.
2. Press [[View]] on the invoice.
3. Press [[+ Record Payment]]. The form shows the **Balance Due**.
4. Type the **Amount**, or press [[Use full]] to take the whole balance. A smaller amount is fine — partial payment is allowed.
5. Choose the **Payment Method**.
6. Check the **Payment Date** (today by default).
7. Fill in the extra fields for the method you chose:
   - **UPI, bank transfer, card or online gateway** — **Transaction ID** (the UPI or bank reference).
   - **Cheque** — **Cheque Number**, **Cheque Date** and **Bank Name**.
8. Optionally add **Notes**.
9. Press [[Record Payment]].

> [!SUCCESS]
> A message confirms the payment number and amount. The invoice now shows **Paid** or **Partial**, the payment is in **Apps › Fees › Payments** with its receipt number, and the amount is counted in **Collected today** on the Fee Collection dashboard.

## What happens after you record a payment

1. **Numbers.** The payment gets a payment number (`PAY-YY-00001`…) and, because it is complete, a receipt number (`RCP-YY-00001`…).
2. **The invoice.** Its paid amount and balance are worked out again, and its status changes to Partial or Paid.
3. **The receipt on WhatsApp.** On Basic and above, the PDF receipt is sent to the parent's WhatsApp number by itself. On Forever Free the receipt is still made as a PDF but is not sent. See [Receipts](fees/receipts).
4. **The cheque register.** If a cheque number was typed, the payment appears in [Cheques](fees/cheques) as **In hand** until you mark what the bank did.
5. **The day-book.** The line appears in the [Day-book](fees/day-book-and-tally) under the person who recorded it.
6. **Course access.** If the bill was for an online course, the student's access is granted.

## Payment methods at the counter

| Method type | Extra field on the form | Notes |
|---|---|---|
| Cash | — | Counted as cash in the day-book and Tally export |
| UPI | Transaction ID | Type the UPI reference so duplicates can be spotted |
| Bank transfer | Transaction ID | For NEFT, IMPS, RTGS |
| Card | Transaction ID | For a card machine at the counter |
| Cheque | Cheque Number, Cheque Date, Bank Name | Goes into the cheque register |
| Online gateway | Transaction ID | Usually recorded by itself when a parent pays online |

> [!TIP]
> A demand draft can be recorded under a bank method with the DD number typed in the cheque field. Any payment with a cheque number joins the cheque register.

## Collect fees on the phone (MJX Teacher app)

Staff whose role allows it can take payments in the **MJX Teacher** app ([get the app](~/app/teacher)):

1. Open the **Fees** tile and find the student (name, admission number or parent's name).
2. Press [[Take payment]] on the bill, type the **Amount received**, choose **How was it paid?**, and add a **Reference / UTR (optional)**, **Cheque number** or **Bank (optional)** if needed. Press [[Continue]].
3. Check the **You are taking** screen and press the **Take ₹…** button (or [[Go back and change]]). The app shows **Payment recorded** with the receipt number, and the receipt goes on WhatsApp as on the web.

The app also has **My collection today** (your own takings by mode), **Who owes**, **Cheques** and **Payment claims**, each shown only if your role and plan allow it.

## Payments a parent makes without you

- **Online through your gateway (Pro):** the payment is recorded and receipted by itself. See [Online payments](fees/online-payments).
- **To your UPI ID or QR:** the parent reports it with a reference, and it waits in **Parent Payments** until you confirm it. See [Parent payments](fees/payment-claims).

## The Payments screen

> [!PATH] Apps › Fees › Payments

![Payments screen with the This Month filter and a View button marked](media/fees/collect-a-fee-3.jpg "Apps › Fees › Payments")

This lists every payment. At the top: **Today's Collection**, **This Month**, **Refunded This Month**, and **Today's Collection by Method**.

| Filter | Options |
|---|---|
| Search | Student, Payment#, Receipt#, reference |
| Dates | From and to, or [[Today]], [[Last 7 Days]], [[This Month]] |
| Method | All Methods or one |
| Status | Completed, Pending, Cancelled, Refunded, Failed, Cheque bounced |
| Class | All Classes or one |

Each row has [[View]], and for completed payments [[Cancel]] and [[Refund]]. When a total says **· kept**, it is the money received minus refunds.

## Tips

- Always type the UPI or bank reference. The "Worth a look" check flags the same reference used twice.
- Record the payment on the day the money came in. A payment entered many days after the date written on it is flagged for the owner.
- Count the cash drawer against **Day-book** before you leave.

## Questions people ask

### Can a parent pay part of the fee?

Yes. Type any amount up to the balance. The invoice shows Partial and the rest stays due. You can take more payments later against the same invoice.

### Can I take more than the bill amount?

No. A payment larger than the invoice's balance is refused. Raise the next bill first, then take the payment against it.

### What if I press Record Payment twice?

The money is not recorded twice. The second press is recognised and you are shown the payment that was already saved.

### Can my cashier collect fees from a phone?

Yes. In the MJX Teacher app, open Fees and use Take payment. The receipt goes out the same way.

### Where do I record a cheque?

Choose your Cheque method and fill in the cheque number, date and bank. The payment then enters the cheque register so you can mark it cleared or bounced.