User Manual · Finance workspace

Finance manual

A step-by-step guide to setting up fee structures, recording payments and receipts, tracking expenses, and reading finance reports in the Ratibu Finance workspace. Screens shown from a live Ratibu Senior School demo account.

Chapter 1

Accessing the finance desk

The finance workspace is a separate desk from academics. Only users with a finance role — bursar, accountant, cashier, or owner — can open it, which keeps money records properly controlled.

1

Sign in and open Finance

Log in with your account, then open the Finance workspace. Finance roles may be asked to re-confirm their password before the desk unlocks.

Finance — dashboard
Ratibu finance dashboard
The finance dashboard summarises collections, outstanding balances, and recent receipts at a glance.
New to Ratibu? Watch the short login walkthrough (MP4, with sound) or the animated GIF — the login steps are the same for every role.
Chapter 2

Setting up fee structures

A fee structure defines what each class pays per term: tuition, boarding, transport, and any other charges. Once set up, Ratibu can bill learners automatically.

1

Build the structure matrix

Choose the year and term, then enter the amount each class should pay for each charge type. You can group classes that share the same fees and clone a structure into the next term.

Fee structures — matrix
Ratibu fee structure matrix
Set the structure once, then use it to bill all learners in a class with a single action.
2

Configure payment channels

Add your M-PESA Paybill and bank accounts so payment references print correctly on fee notes and statements. This is also where parent-portal visibility is enabled.

Chapter 3

Recording payments and issuing receipts

Each payment is recorded against a learner and allocated to their charges. Receipts are generated instantly and can be printed or shared with parents.

1

Record a payment

Search the learner, enter the amount and payment method (cash, bank, M-PESA, cheque), then allocate it to the relevant charge. The balance updates automatically.

Collections — record payment
Ratibu collections payment screen
Payments allocate to specific charges so balances and receipts stay accurate.
2

Print or share the receipt

Every payment produces a numbered receipt. Print it on the spot, or generate the student's full statement for the parent.

Chapter 4

Tracking expenses and vouchers

Finance isn't only about money coming in. Ratibu also records outgoing money — expenses, procurement vouchers, suppliers, and payments — so management sees the full picture.

1

Record an expense

Log each expense with its amount, category (vote head), supplier, and date. Attach receipts and track payment status until it's settled.

Expenses — outgoing money
Ratibu expenses screen
Expenses can be routed for approval so spending stays controlled.
2

Prepare procurement vouchers

For larger purchases, create a procurement voucher that captures the supplier, items, and approval chain — then post the payment once goods are received.

Chapter 5

Reading finance reports and summaries

Ratibu turns fee and expense records into management-ready reports: collections summaries, term summaries, creditor lists, and reconciliation views.

1

Review the fees summary

See total collections, outstanding balances, and recent activity for a term — the numbers leadership needs for decisions.

Reports — fees summary
Ratibu fees summary report
Export any report to Excel or PDF for board meetings and audits.
2

Use the report library

Beyond the summary, Ratibu includes collections reports, overdue balances, creditor lists, cashbook, and M-PESA reconciliation — each with an export.