School Fees in TouteGestion: Structures, Invoices, Discounts and Accounting Delivery
TouteGestion School owns the student's fee obligation. The workflow first decides which active fee structures apply to each learner, previews the charge and discount effect, then generates the School invoice. Where Accounting is connected, School remains authoritative and sends the financial event through a durable delivery path rather than making Accounting the place where student fees are invented.
What School Fees owns
The School product owns student fee structures, school invoices, balances and the student-facing obligation. Fee structures can apply generally or be constrained by class, grade level or hostel. This is deliberately different from the Accounting product's general ledger and from unrelated store obligations.
1. Configure the academic billing context
Invoice generation is tied to an academic year and optionally a term. The generator evaluates active fee structures selected for that billing run and the student's active class membership for the academic year.
2. Let fee structures determine eligibility
A structure with no class, grade or hostel restriction applies generally. A class-specific structure requires that class membership; a grade-level structure uses the grade level of the student's active class; a hostel structure requires an active bed allocation in that hostel.
3. Preview before creating invoices
The implemented preview calculates each eligible student's applicable line items, gross amount, estimated discount and net amount. Students already billed for the same academic-year/term period are explicitly skipped as Already billed for this period.
4. Apply active discounts to the preview
Active discounts are loaded for the academic year and selected term context. A fee-structure-specific discount takes precedence over a general student discount. Percentage discounts calculate against the fee amount; fixed discounts are capped so the discount cannot exceed the charge.
5. Commit the reviewed billing run
After review, TouteGestion calls the generate_invoice database workflow for each selected student with school, student, academic year, term, applicable fee structures and due date. The operation returns created invoices and per-student errors rather than hiding partial failures.
6. Regenerate or cancel through controlled invoice operations
Existing non-draft, non-cancelled invoices can be targeted by academic year, term, class, status and minimum balance for controlled regeneration or cancellation. Single-invoice operations use the same database workflows. This avoids editing an issued obligation as though its history never existed.
7. Deliver School financial events to Accounting without invalidating School
After generation, regeneration or cancellation, TouteGestion attempts to flush the related School Accounting events. The School write is authoritative; Accounting delivery is a durable outbox side effect. A temporary Accounting delivery failure therefore does not roll back a valid School fee action.
Worked example
Primary 4 tuition is 1,500 and a transport structure of 300 applies to selected learners. Ama has a 10% tuition discount. The preview shows her applicable lines, gross charge, estimated discount and net obligation before staff commit the run. Once generated, the School invoice becomes the source obligation; the corresponding financial event can then be delivered to Accounting without staff manually recreating the student invoice in the ledger.
Practical configuration checklist
- academic year and term selected correctly
- active class memberships current
- fee structures active and scoped correctly
- hostel allocations current where hostel fees apply
- discounts reviewed before billing
- preview checked before commit
- already-billed students investigated rather than duplicated
- due date reviewed
- generation errors followed up
- regeneration/cancellation used instead of silent historical edits
- Accounting delivery monitored without duplicating School obligations manually
Connect admissions, students, academics and school operations.
Explore the School product or continue through the School Knowledge Centre.