News & Updates

How To Print Receipts For Your Payments

By Paolo Dona — May 21, 2011

NiftySchool allows you to print receipts for the payments you take. Let’s take a look at the features available and configuration parameters involved.

1. Setup receipt number

Before printing your first receipt, you need to set up your first receipt number and optional prefix.

If your next receipt number is "AAA/124", you need to set “Next Receipt Number” to "124" and prefix to "AAA/". Note that the forward slash character is included in the prefix string.

You can access this configuration page from the Configuration tab, under the Receipts box.

This set up does not need to be repeated for each receipt, as the receipt number will be automatically incremented as you issue them.

You may want to come back to this page once per financial year, though, to reset the receipt number or change the prefix.

In certain countries, for example, the prefix is always bound to the current year, so that receipt numbers follow this convention: "2011/23", "2011/24", etc.

If you do not need a prefix, feel free to leave the field blank.

2. Setup VAT/Tax per payment category

The next step is to set up the correct VAT/Tax percentages for your payment categories.

Tax percentages vary by country and by payment type. By configuring these value you automate VAT/Tax calculation in your receipts.

For example, in the UK, lesson fees are subject to 20% VAT, but Books and other material can be tax-exempt or subject to reduced rate.

For each payment category, amend the tax percentage to suit your needs. If a category should have multiple tax percentages, we suggest to split it into different payment categories.

You access this customisation screen from the Configuration tab under Payment Categories.

3. Create your receipts

Receipts in NiftySchool can span multiple payments. That means that a ‘payment’ record in the system correspond to one ‘line’ in your receipt, and you can issue a receipt for multiple items in one go.

From the payments screen, click on the Create receipt button on the right hand side, and select the payments that you want to include in your receipt.

You will be presented with a list of payments that do not have a receipt yet. Select the payments you want to include and click ‘Confirm and save’.

The receipt can now be printed, click on the Print receipt button on the right hand side to dowload it in excel format and print it:

The payment amounts will be automatically adjusted and presented with the VAT/taxes on a different line.

Eg: Lessons fees for £300 are presented as £240 and the remaining £60 are added to the VAT/taxes section. The same applies for Registration fees, whilst the Book price (which is tax-exempt) is shown in full for £25.

It’s important to remember that the amounts you specify when taking payments should include taxes, as they will be deducted automatically when preparing the invoice.

Should you have any questions or suggestions about this feature, feel free to contact us at info@niftyschool.com.