Fee receipts — numbers, PDF, printing and WhatsApp

Every completed fee payment in Pathshala gets a receipt number and a PDF receipt. The receipt is the family's proof of payment, so it is made the moment the payment is saved and, on Basic and above, sent to the parent on WhatsApp straight away.

#Receipt numbers

• YY is the two-digit year. Each count starts again at 00001 in a new calendar year.
• Numbers are separate for every institute and are never reused — two staff saving at the same moment cannot get the same number.
• A payment that is not complete (for example a parent's claim you have not confirmed yet) has no receipt number. A cheque payment is complete when recorded, so it gets its receipt at once; if the cheque bounces later, see Cheques.

#What the receipt shows

• Your institute's name and logo (the logo set in Sidebar › Settings › Organisation › Organisation details › 🎨 Branding), with FEE RECEIPT and the receipt number.
• The student, class and dates.
• FEE DETAILS: each fee line with its amount, discount and any late fee.
• Amount paid, written in figures and in words (Indian system, with paise).
• PAID BY (the payment method) and the REFERENCE (transaction ID or cheque number).
• The invoice total, what has been paid and the balance still due.
• A footer on every page: This is a computer-generated receipt and does not require a signature.

The words on the receipt follow your institute type (Student or Learner, Parent or Guardian, Class or Course).

#How to download or print a receipt

#Steps

1. Find the payment (search by student, payment number, receipt number or reference).
2. Press View.
3. In the Receipt on WhatsApp card press Download PDF.
4. The PDF opens in a new tab. Print it from your browser, or save it.

If the card says No receipt generated yet — Download PDF makes one., pressing Download PDF creates it.

#How the WhatsApp receipt works

• Automatic: when a payment is completed — at the counter, in the Teacher app, online, or when you confirm a parent's claim — the receipt goes to the parent's WhatsApp number (or phone number if no WhatsApp number is saved) with a short message: the receipt number, the amount and the student's name.
• Which number it leaves from: your own WhatsApp Business number if you have connected one, otherwise the shared MJX number. The record says own number or MJX number.
• Plan: sending receipts and invoices on WhatsApp needs Basic or above. WhatsApp messages are billed as WhatsApp usage.

#How to send a receipt again

1. Open Apps › Fees › Payments, press View on the payment.
2. Press Send on WhatsApp (it reads Send again on WhatsApp after the first send).

In the MJX Teacher app, open the student's payment and press Send the receipt again on WhatsApp.

#Did the parent get it?

The Receipt on WhatsApp card shows the best result so far, and a line for every attempt with the time, phone number, which number it left from and who sent it ("automatic" for the first send).

If no phone number is saved, the attempt is recorded as No parent phone on this student — add the number on the student's record and send again.

#Who can use this?

#Receipts for parents

Parents see their receipts in the MJX Parent app and on the parent page, next to their bills and payments.

#Tips

• Keep the parent's WhatsApp number correct on the student record — it is where receipts, invoices and reminders go.
• Never type a receipt number by hand anywhere; let Pathshala give it. Duplicate receipt numbers are flagged in Worth a look.
• A cancelled or refunded payment keeps its receipt in the history; Pathshala does not send any "reversed" message by itself.

#Questions people ask