💳 Payments Panel
The Payments Panel is the school's financial control panel. It allows the administration and financial department to know at all times how much has been collected, how much remains to be collected, who the main debtors are, which concepts generate the most revenue, and which payment methods families prefer.
👤 Primary profile: Principal / Financial Administration / Cashier
Access: Side menu → Dashboard → Payments Dashboard
1. Query Filters
The dashboard has four filters that allow segmenting the financial analysis:
| Filter | Description | Example use |
|---|---|---|
| School Year | Academic period to query | Compare 2025 vs. 2026 revenue |
| Section | Filter by specific grade/section | View delinquency for 11th A |
| Currency | Select the currency to analyze | Separate analysis in córdobas and dollars |
| Date Range | Specific period (from — to) | Analyze February's revenue |
For monthly closing
Select the full month's date range to get an exact monthly summary. Leave the optional filters empty for the year's overall picture.
2. Financial Indicators (KPIs)
Five cards summarize the school's financial status:
| Indicator | Color | What it measures | What is it for? |
|---|---|---|---|
| Total Collected | 🟢 Green | Total amount of payments received | Know the school's actual income |
| Total Pending | 🟠 Orange | Total amount that has not yet been paid | Size the accounts receivable |
| Partial Payments | 🔵 Blue | Number of invoices with incomplete payments | Identify charges requiring follow-up |
| Collection Rate | 🟦 Cyan | Percentage of amount collected vs. total generated | The most important indicator — measures collection efficiency |
| Overdue Payments | 🔴 Red | Count and amount of payments past their due date | Identify the urgency of collection actions |
Warning sign
If the Collection Rate is below 70%, it is necessary to strengthen communication with families, send mass reminders, or implement payment facilities such as type 2 arrangements (reduced amount).
3. Analytical Charts
The dashboard presents six charts that allow analyzing finances from different perspectives:
3.1 Payment Status
Type: Donut chart (percentages)
Shows the distribution of charges by their current status:
| Status | Color | Meaning |
|---|---|---|
| Paid | 🟢 Green | Amounts that have been fully paid |
| Partial | 🔵 Blue | Invoices with payments but outstanding balance |
| Pending | 🟠 Orange | Amounts due whose deadline has not yet arrived |
| Overdue | 🔴 Red | Amounts whose deadline has passed without payment |
Interpretation
If the "Overdue" portion exceeds 15% of the total, the administration should consider sending mass communications to parents or scheduling individual meetings with affected families.
3.2 Revenue Trend
Type: Line chart with shaded area (green)
Shows the evolution of payments received day by day throughout the selected period.
| Observed pattern | Interpretation | Suggested action |
|---|---|---|
| Spikes at the beginning of the month | Parents pay in the first 5 days | Normal — this is the typical payment pattern |
| Dry periods (days without income) | Nobody is paying on certain dates | Send a reminder via push notification or WhatsApp |
| Spike after a notice | The reminder worked | Document the strategy to replicate it |
| Downward trend | Revenue is falling month over month | Check if there is growing delinquency or if fees need adjustment |
3.3 By Payment Method
Type: Donut chart (percentages)
Shows which payment methods families prefer: Cash, Transfer, Card, Bank Deposit, Check, etc.
For the administration
If 80% of payments are in cash, consider promoting bank transfers to improve income control and traceability. If transfers are growing, it may be time to implement an online payment button.
3.4 By Concept
Type: Donut chart (percentages)
Shows the income distribution by billing concept: Enrollment, Monthly Fee, Uniform, Transportation, Graduation, etc.
| Observation | Interpretation |
|---|---|
| Monthly Fee is 90% | Normal — it is the main recurring income |
| Transportation is only 2% | Verify that all students using transportation are paying for the service |
| Uniform has a spike in February/March | Coincides with the start of classes — expected |
3.5 Revenue by Section
Type: Grouped bar chart with horizontal scrolling
For each school section, it shows two bars side by side:
- 🟢 Green bar — Amount collected
- 🟠 Orange bar — Amount pending
Comparison between sections
If "11th A" has a much larger pending bar than "11th B", investigate whether there are socioeconomic differences or simply a lack of follow-up in that section. Sections with a dominant green bar have the best compliance — they can serve as a reference.
3.6 Payments by Grade
Type: Pie chart (percentages)
Shows the distribution of payment amounts grouped by grade. Helps identify which grades contribute most to revenue and which have low participation (possible concentrated delinquency).
4. Students with Largest Debt
Below the charts, a table appears with students who have accumulated the largest pending debt:
| Column | Description |
|---|---|
| Student | Student name with photo or initials |
| Section | Student's grade and group |
| Pending Amount | Total owed (highlighted in red) |
| Pending Payments | Number of unpaid invoices |
| Days Overdue | Days since the oldest payment's due date |
Days overdue are shown with a color traffic light:
| Color | Meaning | Action |
|---|---|---|
| 🟢 Green ("Current") | No overdue — payment is not yet due | No action |
| 🟠 Orange | Between 1 and 30 days overdue | Send a written reminder or push notification |
| 🔴 Red | More than 30 days overdue | Urgent action: phone call, meeting with guardian |
Collection management
Use this table to prepare invitation lists for parent meetings. Students with more than 60 days overdue and multiple pending invoices should be prioritized for negotiating a payment plan (type 1 or type 2 payment arrangement).
5. Decision-Making Guide
| What you observe | Recommended action |
|---|---|
| Collection rate below 70% | Send reminder circulars; evaluate payment arrangements; schedule meetings with delinquent parents |
| Overdue payments exceed 15% | Activate urgent collection campaign; consider blocking report cards for students with debt |
| One section has much more pending than others | Investigate causes (socioeconomic profile, lack of follow-up); contact guardians in that section |
| Cash dominates as payment method (>80%) | Promote transfers for better traceability; evaluate online payment implementation |
| Transportation concept has very low revenue | Verify that all students using transportation have their charge generated |
| Revenue trend drops after the 15th | Send a second reminder mid-month; evaluate bi-weekly payment option |
Frequently Asked Questions — Financial Administration
| Question | Answer |
|---|---|
| Can I filter by currency? | Yes. If the school handles payments in córdobas and dollars, the currency filter allows analyzing each one separately. |
| Does the date range affect all charts? | Yes. When you set a date range, all indicators, charts, and tables adjust to show only data from that period. |
| How is a payment defined as "Overdue"? | A payment is considered overdue when its deadline has passed and the status is still "Pending." The deadline is set when creating the charge. |
| Can I see the detail of a payment from here? | Not directly. The dashboard is a summary panel. For complete details, use the Billing module (Administrative Management → Cashier → Payments). |
| Who can see this dashboard? | Users with billing management or query permissions. Teachers do not have access to the financial dashboard. |
| Can I export the charts? | Currently, charts cannot be exported. For exportable data, use the Export to Excel button in the Billing module. |
| Does this dashboard include expenses? | No. It only includes income (charges). Expenses are managed from the Expenses module in Administrative Management. |
| Can I compare with the previous year? | Yes. Change the School Year selector to view data from another period and compare the indicators. |