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Basic invoice template excel for Education

all right thank you for joining me um in this video I want to walk you through uh our accounting templates program for schools so this template is going to help schools to solve their financials at a goal and we have embedded different components for an ideal school so that it will be suitable for all category of school that you run either public or private secondary primary or Nursery okay now before we go deeper I want to quickly let us understand the structure of this template so that it will make our work seamless so I call this the workflow so it is going to start from the admin page so on your admin page that is where you are going to enter different information as pertaining to class and your bill then in the second category or in the second structure that's where you have your bill breakdown this is where you're going to attach Monies to each of the components that makes up your school bill then they thought such a distort structure is a payable fee remember that school fee does not determine how much eventually the child is going to pay because they could be minus and plus on the school fees so that will determine the payable fee individual child so we have a temp we have an interface for that then the inflow the inflow has to do with an event Financial progressions as students make up their fee uh in installments or at a goal so without further Ado there is also an information as regards to the naming of each of the interface along the line you come across something like J1 team one payable gym one thing one inflow the keywords they are payable and inflow once you get to the payable tab you should have the mindset that this is where you want to determine how much HR is eventually going to pay plus or minus the school fees that is the amount eventually the child is going to pay that is the payable fee then once you get to the interface the interface for inflow that means that you want to enter the payment of the child as it progresses for instance a child that is supposed to pay 80 in first installment maybe pays twenty thousand second installment fifteen thousand and so on like that so this is how money flows into the school account so there is an interface for that so let's go ahead and see how this structures or how these templates work together to give the school the needed solution for their financial so I'll launch the template dashboard this is where you have a glimpse or a one-stand view of your school financials this interface will be summarize whatever is happening at the back end of this program okay this is the interface where you get the summary of every of your activity within in terms of finance of your school now for the purpose of this um video I have used a secondary school as a case study let's assume that you are running a secondary school but this is not to say that this template is not adapted for cannot be adapted for primary or Nursery or whatever Citadel of learning that you run so the first thing you do on this dashboard this interface is that you enter the name of your school let's say for instance City Hills Academy is a demo school just for the training purpose then you address one term planning way Legos I'm just using this as an instance remember then the phone number you have to put that zero zero three so then the email okay so basically these are the information you are going to enter on this interface every other information app will be generally will be generated based on the the activities at the back end now I want to bring your attention to two important things on this interface this is our menu I want you to look at the bottom left of your screen you see that it is only one tab that is activated we have only one tab activated and that is the menu tab and I said you can also call this your you can call this your dashboard tab okay this is our dashboard this will get an overview a summary of all the financial activity at the back end that's number one the number two I want you to look at this place of go to can you see go to this is where you navigate to the back end of this program there is a front end this is a front end the back end of this program that's where the various activities occur then this page will now summarize everything for you at a glance okay So currently you see the selection Here is known and that is why we have only one tab here which is our menu tab so now by time you click on this um icon icon here you are going to see a number of options to pick from now all these options are interfaces that you might want to get to depending on what you want to do okay so we have the all we have the none if I click on the none nothing will happen we only have one tab here then I'll go to the admin remember the image I showed us before we started I said that this the process will start from the admin interface they will move to build breakdown then from build breakdown we get to our payable then from payable for the people you can have just as one payable jss two payable just a three payable up to ss3 payable for each of the time that means yes this one we have three three um three interfaces first name second team I taught them for payable the same for justice two then when you get to inflow if you scroll down you can see it has changed to inflow if you throw down also Json we have three interfaces for inflow each for each term one first time second term top 10 which I call them one time two team three okay now let's go back so the first um activity for you to structure your financial is to come to the admin interface so I've selected admin initially it was it was I've known remember when we started it was at known now I will select admin now that I've selected I mean look at what has happened at the bottom left of your screen can you see that an extra sheet has been added an extra tab has been added and it is called admin this is as a result of my selection here at the go to once I select an interface here an extra tab will always be add will always be added to the menu so once I click on the admin can you see this is what is happening at the back end the admin end now what are you to do at this interface you have to enter the names of your of your students or Learners across the classes remember we have used a secondary school as a case study for this for the purpose of this video watch walkthrough now I've entered some demo name some demo Name Across each of the classes from jss1 to ss3 now this template can accommodate up to 30 Learners per class which is ideal 30 Learners per class this is not to say that it cannot be extended but in an ideal setting where you have 30 students per class then we have above that if you have an overflow then you should have arms like a Jesus one a yes is 1B but for growing schools and schools that are not that have not meet up that threshold that this template is still very good for you but if yours is more than this then it can be extended then at this point this is where you determine the component that makes up your school Bill remember a school bill is a summation of all the fees to be paid based on the component that makes up this could be for instance for the purpose of this training I've entered some demo um components like your teacher trophy PT Levy development are feeding if you are running a boarding school uniform stationary transport Fair transport fee hostel and other fees this other fees is good for terminal classes that have to pay for waec Neco and whatever external examination that your school participates in okay so this and this table and this build edit must be determined yes it might be different from what you have in your school if if the reality of your school is different from this you can just come and change you can change this to whatever School fee I don't know what you call yours but then I rather leave it as tuition ah situation okay if you like you put their Ash if you don't like don't don't put the ash they ask you just to say that say that is in naira okay okay so we have that now underneath you have waiver you see after determining your school bill after determining how much each a class is to pay there are some students that are still going to be a plus some plus and minus on the school Bill okay if a class is supposed to pay let's say 60 000 error as school fees let's say jss one is to pay 60 000 error that this does not mean that each child in Jesus when we pay that actual 60 000 error they could be plus they could be minus minus in the sense that a child can can be can be on scholarship or can be given a discount if they pay early maybe you want to remove a maybe two percent of their fee if they are paying within the first week of resumption you know maybe there's a discount policy ongoing in your school so that means that if a child if the school if the classes will pay 60 000 error that child who pays early will be entitled to discounts and that discount will be a subtraction from the actual School bill so that is why we call it waivers the chart a chart can be I can have access to scholarship or discounts now that those are the minuses the plus to this school fees could be that the child has an outstanding Monies to pay to the school maybe debt a carried over money that is supposed to be paid in previous terms or premium class that were not paid that is going to be an addition to the school fee so the school fees actually is not the payable fee there's the difference between school fee and payable fee the school fee is the flat amount the classes to pay but the payable fee is after considering the plus and the minus on the school fees I believe that is clear enough now you should also put your academic term in your academic section here because you are going to need it on the receipt interface because there is a risk this template also help you to generate a receipt for whatever transaction okay so these are the basic things you do on this interface so let's go and check other interface so we have just checked the admin interface the next thing is build breakdown after entering the names of the lenders in their class and you have entered the component that makes up your bill and you have entered the academic session the next place you should be going to is the bill breakdown this is when you determine the amount of money each class is to pay now that I've selected Bill breakdown here look at what has happened at the bottom left you see an extra sheet has been added to the menu instead of admin it is now build breakdown so once I click on the build breakdown this is the interface can you see this is where you determine how much each class is to pay per individual team this is First Step here second term and top 10 okay for classes GSS one to ss3 I've told us that I'm using a secondary school as a case study for this video but that does not mean that this this template cannot be adapted for any kind of school that you run or tutorial class that you run okay now if you look at the adding of each of the column you see that it is the same thing as what we put in our admin can you see let's go to the admin let's see can you see this please a tuition PTA so whatever information you put here is going to reflect on your school bill it's going to reflect on your school B so that's what we have at the top here can you see so that is why I said you must put that so that you you are going to have a clean exercise when your determining your school B so for gss1 what should be the addition fee so I'm just going to enter some demo data so for tuition let's assume that they're going to pay um 23 500 for just this one then for gss2 maybe you have to pay 228 800. then for gss3 js3 is a terminal class okay so let's assume that the school phase is going to be 30 000 for ss1 let's say the school fees will be uh 29 600 that is the tissue rather that this is to 23 500. I'm just putting all this data for the training purpose so it could be different based on your realities the first S3 is a terminal class as well let's assume they are paying just twenty twenty thousand for tuition remember this is just tuition other fees other fee components are also there then because um jss3 is a terminal class so let's assume that they are paying extra 20 000 error for their waec fee then ss3 this has only are paying 50 000 error for their waec fee okay so other things like PTA let's say I will leave other fees empty for other class except from gss3 and ss3 because they are determinal classes and they have to pay for terminal exams okay that is why I'm leaving this for twenty thousand and this is for fifty thousand at the end of the day you see that the total payable fee for individual class has been determined for first term so for jss one they have to pay the total of 57 100 for GSS 259 000 then for Jersey City 88 800 and so on up to ss3 can you see you see the terminal classes they have more bills to pay because they are in a serious class where they have to Transit from a lower kidato ayakida okay so this is how you determine your school bill now let's assume that I want to look at I want to focus on gss3 I want to quickly highlight some maybe I want to make some changes in gss3 for easy access I can just come here ss3 and uncheck can you see you see the green line that has been introduced that green line is to help me to quickly highlight the class I'm targeting and for me to make my change let's assume that for feeding um for for uniform I want to change it from 10 000 to um let's say 9500. and you see so it will be very easy for me to quickly identify the class I'm targeting with this green line that has just been introduced and that is as a result of my selection here I selected jss3 and I unchecked this so if I check it the green line will disappear then if I if I uncheck it you see that the green light will be reintroduced this is to help you to quickly highlight the class I want to work on so basically this is what you do in this um B breakdown interface when you get to second term you also determine that there are school fees like that then third time you have to determine their school fees like that so let's stop here now the important thing I want to bring your attention to is the school fees this last column here where you have total school fees now remember that these monies you are seeing here is the flat rate for the class like I told those they could be Plus on it if the child is owing they could be minus from it if the child is entitled to one waiver or the other now I want you to look at something like this brown um this black um highlights this place here immediately under the title this is where you see The Total Money expected expected for that class okay so this is just a sub total a subtotal it's a total of individual distance here so it helps you to get a glimpse of the subtotal so let's go to other interface I click on the menu remember I click on this drop down after determining my bill the next thing I have to do is now determine the payable fee for each child this is where we do the plus and minus on the school Bill we just determined okay this is what we determine the plus and minus on the school bill just determine now while we are doing all this I want you to note that there is nothing significant that is happening here yet the reason is because we have not started adding some money that's why we are not seeing any calculation here the moment we're able to do a few things I will bring us back here on the on the home page which is our menu page or which you can call your dashboard then we are going to see the activities that has been done so I'm back to the payable fee for GSS one can you see J1 101 payable that means that the money payable by individual child in jss one first term wow so this is the interface now you see everything is black but then because we have entered the names of students at our in our admin interface that's why you have the list of students here but we just have the names of the students there is no Financial transactions ongoing yet until we started adding okay so for Thompson for Kingsley Thompson which is the first child let's assume that the child has a debt of 5900 to pay from previous team [Music] let's say the challenge of scholarship of one thousand era that 1000 will be detected is a minus can you see it has now reduced to 44 900 error discount let's assume that the child if the child is able to pay up his debt he's going to have a discount of 500 naira can you see that 500 is also a minus it has been debated from the total payable you know we have not added school fees and for GSS one if you look at it very well let's go back to our bill let's go back to our bill breakdown how much is yes it's not supposed to pay 57 100. if you 7100 so let's go back to menu and go back to jss one payable now the the school fees for GSS one how do I activate it once I check this place can you see 57 100 has been added 57 100 has been added so by the time you do the plus and minus on this 57 100 eventually the child is to pay 61 500 can you see so the child is paying more than the school fees for that class the reason is as a result of the debt the child is owing the school even though the child is benefiting some kind of waivers okay so the child is paying 61 500 so let's just continue the transition like that list I know this one is 300 at 3 000 error and the scholarship maybe there is no scholarship for this child and there is no discount for this child then the next thing is just we add the school fees so this one is paying 60 to 100 can you see that the total payable is not different from the flat rate which is the school fees the school fees is the same payable amount for each of the child now varies let's see the torture let's say this one is not winning any debt and is having access to scholarship of 2000 era and a discount of um 2000 era then by the time I had my school fees so the child is going to pay 53 100 this child is paying lesser the reason is because the child is not having any outstanding bill to pay that is chapter number three and the child is even having access to scholarship which is a minus on his office he said having a discount of 2 000 which is also a minus from the school fees by the time you remove four thousand for fifty seven thousand one hundred you are going to have fifty three thousand one hundred so this is the arithmetics of payable fee remember we are in GSS one first term payable fee for individual child even though this class flat rate is 70 and 57 100 era we have seen that the payable fee is different from child to child and the key things you should take away from here is that by the time we are we do our plus and minus on the school fee which is 57 100 for GSS one you see that each child is now having variance in the money they have to pay to the school and this is as a result of the debt scholarship and discounts okay so that is how you are going to do it across the classes so we are done with that now I want you to look at Jesus one something has started happening in Jesus one can you see now we have four four Learners that we have entered okay let me click back to GSS one so that you understand this is what people say can you see only four students have Financial activity ongoing in this class and that is why this template this interface is telling us that there are false Learners in the class okay for Learners in a class now these four they've not started paying any money that's why number of no payments is due for because we've not started entering and their inflow we just did their payable now how much with these four children how much am I expecting as a school now I'm expecting to 231 300 naira from this first Learners can you see so from there I'm able to get a glimpse of what is happening in that class but we are not done let's go back to the payable so we just enter for four Learners now that we have entered let's now go to inflow remember the um the image I showed us before we started I showed us that we are going to move from admin to build breakdown from Bill breakdown to payable fees that is where we are now and now from payable fee will move down to what we move down to inflow inflow is how these children are now paying up their bills this is the money they have to pay some of them will decide to pay in installment some of them will pay at a goal okay so let's click on menu remember about 40 40K for the purpose of this video I'm using GSS one so to save our time I can't go from j61 to ss3 so just to show you how to go about it so I'll click on this place I will I'll go to jss1p inflow I've been working on payable so this is one term one inflow I've worked on jss one term one payable now I want to work on GSS one term one inflow this is the sequence you have to follow from admin you do what I ask you to do in the admin what I've just explained to you then you go to the build breakdown you do what we you follow the practice of this video then you now go to payable we just left the payable interface now we are at the inflow interface and if you look at the bottom left of your screen you see that the inflow tab has been added so once I click on it then I have this you see that this interface is a bit different from the payable we are now at the inflow for jss one first step so that is how you are going to go to jss2 first 10 people then just two first-time inflow gss3 first time payable there's a three first term influence you must determine the inflow this inflow is how the monies are being paid now look at this this First Column here after the name you see that this temp this interface brought forward the total payable the child is to make each of the child have to make 61 500 for Kingsley sixty thousand remember we deter we got all this identity their school fees is supposed to be 57 100 but because of the pluses and minuses this is now the money they have to pay so what is the progression of their payment let's assume that for the first payment first installment Kingsley decide to pay 30 000 error now out of 61 500 Kingsley has paid 30 000 and now look at this scene look at this place here the balanced deal Kingsley still has one Thirty one thousand five hundred to balance the school is just 48.78 percent of the total fee is supposed to pay can you see now mode of payments let's assume that kingsley's paid through check Kingsley ordered um the parent paid through check now the date paid let's assume the date is um let's say ninth September 2022 this is where the money was paid the first is Thomas so this is the details of the first installment this place is the detail of the first installment for Kingsley let's assume the second installmenting sleep paid 25 000 era for second installments and that one was made by Bank deposits it was made by bank deposit then the date he paid this was maybe um 19th of October 2022 can you see that's it so this one happens to be the second installment details okay now if you look at the transaction that is ongoing here you see that Kingsley has only 6500 are left to balance the school and Kingsley has paid an amount of 89 400 naira this is where you get a glimpse of which of which children which child you have to send home for school fees drive by the time you look at the percentage and you are comfortable with what you see you can decide to leave a child but by the time you see that the percentage is low life for instance now maybe after some weeks this this table did not change and it's only classification that has paid 89.43 and every other two every other children in the class they are just having zero percent then you know that these three children have to be sent home to go and to come and pay their school fees okay so then for the third installment let's pay five thousand era true POS transaction and the date is 28th of November 2022 now the latest class exhausted the three installments that means that Kingsley has a depth of 1500 that will be taken that will be taken over to second term remember we are working on first team so that means Kingsley has a sum of 1500 naira balance to pay the school and this is going to be a depth on Kingsley though he has paid 97 000 at 97.56 percent of his fee which is still reasonable right is still reasonable now for the second child let's assume that he it pays 50 000 error through bank transaction on the 10th of September 2022 then the second installment it pays up his money that is in 11 000. would that be eleven thousand no ten thousand one hundred ten thousand one hundred so 10 000 now in just two installments this Nathaniel has been able to balance up his fee and this second transaction is by cash he paid in cash at the front office of your school then he paid this money 22nd of October 2022 so that means that they will not be need for any third installment because with these two installments this child has been able to pay up his fee and now you see that the balance the child is not having any balance to pay the school so for second term there will not be any money brought forward unlike Kingsley who has 1500 to balance the School in second term but this child is free no debt and he has paid 100 percent of his money can you see so this is how the inflow works now if I want to Target any other child as normal let's allow to Target Michael for instance I can just select Michael and uncheck can you see the green line has been introduced okay let's let's use them and this Morgan let's use this Morgan let's assume the Morgan paid some money so I like Morgan to help me quickly identify the role of Morgan so this place there's a Morgan paid 35 000. first installments through POS transaction and he paid this on the 31st or 38th September 2022 so he has a balance of 18 100 to balance the school and he has just paid 65.91 of his money can you see so the green line is to quickly apply identify the child I want to I want to record the inflow on okay so this is how the inflow works so after we have worked on the admin you have worked on the build breakdown you have worked on the payable fee now you have worked on the inflow the next thing is to start generating your receipt okay so we click on the menu we come here and we scroll down we'll see receipts so I'll click on the receipt so this is uh our receipt interface this is um how it's going to look you can see it comprises of a number of information about the class the school and it is different from the conventional receipt because this also serves as a reminder there is addition and subtraction of whatever payable fee as pertaining to individual child now the most important part is these three variables you must set these three variables in order to get the actual receipt for the child you are targeting for instance it is currently at jss1 inflow this is one first time payable child number one and we know that you're number one ing to our list in this class let's go back to menu then let's come back to jss one in flow first and the first term so can you see Kingsley is child number one followed by Nathaniel Child Number Two followed by Morgan child number three so come back to menu then we'll go back to our receipt view to go and see what has happened so these are receipts can you see child number one here which is Kingsley for GSS one this is the summary of His payment he has made three payments in installments and these are the individual payments he made at each of the installments and this is the web and the monies in word okay and at the bottom of it you see the summary of the financial standing we see that this child still has a balance of 1500 to pay up okay now you also if you press Ctrl p you notice something that we can generate two receipts on one single Paper two receipt on one single paper then it can be detached using this perforated line you can it can be detached this is to help you economize the use of paper and to reduce the work uh load on your machine your printing device okay so by the time you come below you also set the variable this is just one first time in flow this is one first time payable this if you still said this one as chart number one that means that you are generating two different receipts for Kingsley can you see so we can change this one to chart number two which is Nathaniel ing to our class list which is Nathaniel Isaac Nathaniel has made full payment tool installment you can see the third part here is blank that is that in two installments Natalia has made all these payments now is having no debt no balance deal can you see so that means I can generate two different receipts for two different uh individuals using one just and using just one paper so that is the summary you need to take away from this receipt interface and it comprises of other Vital Information as far as the child is concerned and a brief note to the parents underneath then the place of the signature of the school and the likes but you should know that the most important part is these three key points these three variables must be set appropriately if you are targeting SS2 you just click on it and come to J2 can you see and if you are targeting a specific time you have to look at the term one thing two then three to know the class and the time you are targeting okay so let's go to other accession of the accounting software now one more thing before we wrap up the and that is the place of a class summary so this class summary is to give you an overview of what is happening currently patch out is different from what you get at this menu please this menu is different now you can see that there's some information that has been added here for instance and the information I've been working on is only on First Step so in first step we have four children that has data though that we have entered then only one child has paid full remember only one child has paid 100 the number of part payments two of the children have paid per payments then one of them have not paid any any money at all so this is where you get a glimpse of what is happening in the class and you are expecting to get 231 300 naira from that class in which you've collected 155 100 can you see out of three two three one three hundred you have gotten one five five one hundred and what percentage is that you'll be able to recover 67 percent of the money expected from that class for this time based on the information we've entered so that means that from here you get the eclipse of how much more efforts you need to put in your school fees dry if for you to be able to increase the percentage to something like 90 something and even 100 okay now let's come back to our class summary so in this case of class summary this is where you get what is happening in your in your school per class now let me says one can you see only if the information we have is only for first time we have not and I have not entered any data for second time once I enter for second time I'm also going to have some data reflecting here and third term data reflecting here okay for first time we see that we are expecting um 61 500 from Kingsley it has paid 60 000 and then we still have balance it still has balance of 1500 to pay up can you see the second year at Nathaniel we say that he has paid 100 of his fee he has no thing he has nothing again so this one will help you to bring first-time second term and top 10 to a closer view so you'll be able to see everything at England's on what is happening in your class okay so this is what the summary does so if you want to check for gss2 you click on this place you click on this system now because we've not entered any information for gss2 there is no financial transaction that has been entered for JC so that's why it is blank remember we have only been working on GSS one and that jss one is only first time we have been working on and that's why we have this so this one will bring the summary of what is happening at your inflow interface and your paid interface into one screen so that you have everything in one screen to look at first time second time and taught them okay so this one is the detail part of this one here this one just give you the value and the data but if you want to get the individual class detail back child you then it is this class summary that you are going to come that will show you what is actually happening how is this one able to get better it is from here okay so that brings us to the end of this review I hope you enjoyed every bit of it and I hope uh you'll be able to replicate this kind of idea in your school it's going to help you finance a lot and it's going to save you some headache of arithmetics here and there and if there's any other features that you think is missing or is lacking you can use the comment section you can let me know or and if it is something that you like to have for your school also comment let's have a discussion about it thank you very much