Features
Expense vouchers, approvals and net collection
Each expense becomes a numbered voucher with its bill, and one figure shows fee collected minus money spent.
The problem: money out, kept in another book
Fees come in with receipts, but money going out often lives in a cash book and a file of bills. At the end of the month nobody can say quickly what the school collected, what it spent, or who agreed to a large bill.
How it works in Campus One
Every expense is a voucher. The accounts office records the bill date, the head and sub-head, who was paid and their GSTIN, the amount with GST included, how it was paid (cash, UPI, bank transfer, cheque or card), a reference and what it was for. The bill is attached as a PDF or a photo of up to 10 MB.
Each voucher gets a number for its campus and financial year, April to March, and the numbers run without gaps. Campus One starts with ten standard heads, such as utilities, transport and maintenance. Salaries are not one of them: payroll is its own ledger, so wages are never counted twice.
An approval limit decides who signs. The school sets one limit, and only an approver can change it; the demo school uses ₹10,000. A voucher above the limit waits for an approver before it can be paid. At or below it, the voucher is approved when it is submitted. Nobody approves a voucher they submitted, and the accountant records vouchers but cannot approve them.
Only a draft or a rejected voucher can be corrected. Nothing is deleted: a voucher is cancelled with a reason, and its number stays in the series.
Net collection is fee collected minus money spent. Collected means cleared fee receipts, by the date the money came in. Spent means approved and paid vouchers, by bill date. Vouchers awaiting approval are shown beside the figure, not counted. An expense counts as spent when it is approved, not when it is paid, so the "Approved, to pay" list shows what is still to be paid. The figures cover the financial year by month and by campus, and each one opens the receipts and vouchers behind it.
The finance workbook puts it all in one Excel file with six sheets: Summary, Fee dues by student, Collections, Expenses, Concessions and adjustments, and Defaulters.
Who uses it
- The accounts office records vouchers, attaches bills and marks approved vouchers paid.
- An approver, such as the owner, a trustee or the chairman, decides vouchers above the limit.
- The owner, trustees and the principal read net collection for the campuses their login covers.
What it does not do
- Refunds are not subtracted in net collection; they are a separate line in the finance workbook.
- The Tally export covers fee receipts and refunds, not expenses.
- Only one approval level can be set from the screens today.
Related
- Fees and receipts: the collected side of net collection.
Questions
Who approves an expense?
Above the approval limit, an approver such as the owner, a trustee or the chairman. At or below it, a voucher is approved when submitted. Nobody approves their own voucher.
Are salaries part of net collection?
No. Payroll is its own ledger, so net collection is cleared fee receipts minus approved and paid expense vouchers.
Can our accountant take expenses into Tally?
Not from Campus One today. The Tally export covers fee receipts and refunds; expenses are in the finance workbook.