Matching Invoices With Prepaid Fees

Overview

Here, you will learn how to match prepaid school fees or other income from a previous year with an invoice from the current year in Rise School Management. As the open item option is selected for all financial transactions, you need to match invoices with receipts.
You will be able to match these income amounts with current invoices. This will mark the invoice as paid.
In this article, we will use 2019 as the previous year and 2020 as the current year.

Recording Opening Credit Balance

To record the opening credit balance:
  1. Go to School and click Opening balances.
  2. If the balances were not recorded, click Create to record them.
  3. Enter the Date and a Note for the document.
  4. Click Add to add a new line, select the student to allocate the balance to, and enter the Amount and the Balance. Make sure you use the (-) sign to indicate it is a credit.
  5. Click Post and close.
To make sure the opening balance is registered in the system or just check settlements with your student:
  1. Go to School > Students.
  2. Open the required student.
  3. Click Document journal at the top.
You will see your Opening balances document and how it affects the student balance.

Tax Invoices

The next step will be to create a Tax invoice you will later link to the payment or opening balance.
To create a tax invoice:
  1. Go to Sales.
  2. Select Tax invoice.
  3. Click Create.
  4. Choose a customer in the Company drop-down list.
  5. On the Addresses tab, specify the Ship to address.
  6. Click Add to add a new line item. Choose an item from the drop-down list. The Description, Unit of Measure (UoM) and Price are autofilled if these fields were entered when creating the item and an associated Price matrix.
  7. Enter the quantity (Qty).
  8. Click Post and close.
In our example, we will use the tax invoice above. This invoice was created in 2025 and currently has no linked documents.

Matching Incomes with Invoices

To match the prepaid income with the invoice, use a Payment receipt.
  1. Go to Sales and click Payment receipts.
  2. Click Create.
  3. Enter the customer’s name and this will automatically bring up the invoice.
  4. Enter the Date you want to allocate the payment to the receipt.
  5. Mark the receipt as a Bank account.
  6. Select the checkbox to select the tax invoice and change the Payment amount in the same line to the amount of credit balance the customer has. For example, R300.
  7. Go to the Credits tab and select the Opening balance checkbox. The Payment field at the top will now be 0.
  8. Enter a memo if you wish to add notes and then click Post and close. This will show that this receipt has a 0 amount, not changing any amount for the customer but marking the invoice as partially paid and decrease its balance.
There might be situations when the Payment receipt was registered in the system prior to the Tax invoice. In that case, you might want to match the existing Payment receipt to the invoice.
To do that:
  1. Go to Sales and click Payment receipts.
  2. Open the required payment receipt.
  3. Clear the Advance checkbox.
  4. Reselect the student in the Company field. This will automatically bring up the created tax invoice.
  5. Select the checkbox to select the tax invoice.
  6. Click Post and close.
After allocation, the Tax invoice will be marked as Paid in the system.

Document Journals

In the customer’s data card, under Document journal, you can see all financial documents against the learner.
This payment receipt will not change the balance on the learner’s account, as it has a value of 0.

Statements

In the customer’s statement, the receipt will appear with a debit amount of R300 and a credit amount of R300, which gives a total amount of 0.
This is because you debited the opening balance with R300 to cancel the initial R300 credit amount. You also credited the invoice with R300 to decrease the initial R2200 debit amount.
R300 is just an example.