Documentation For Accounting Software
Software to be made for Shiloh Hill Group of Schools, Igueben Edo State.
Software will be used exclusively for accounting
Terms used and meaning:
Object: items that go with a price e.g tuition, lecture fee, exam fee e.t.c
Group: groups of student like jss1, jss2, jss3 waec list, etc
Requirements:
Software will have an Admin user and other users which can be added by admin
with privileges which will be decided by the admin
(up to three privilege layers)
Software should have a student’s tab, which will show payment history for each
session, money owed per session
Admin should be able to generate a debtor’s list which should tell how much
each student owes, for what object and for how many terms
(terms will be set by admin, by date starting and date ending(begining to end
of the term) of a certain year so first term, 2020, should be different from first
term 2021)
And I should be able to generate per class or group per class
****Every list generated should be printable or exportable
**** All input sections should be sanitized properly with stringent rules,
number feilds should only take values from 0 to 9. no operations should be
allowed on the fields
I should be able to import student list excel file
I should have a search panel
When clicked, Student data will include name, class, payment section
Payment section will include fees owed(debt),payment history
debt will show the value of debt and when clicked should show where the debt
is from and value
So let’s say,
tuition(object), first term, 2020 = 5000
School Uniform, 2nd term 2021 = 6,500
I should be able to alter the debt, and any other object value and save per
student or group
I should be able to add objects like books, exam fees, etc to certain student/s or
group of students(e.g all students in jss2 are to pay 500 for pencil)
Now to the money management
Payment of fees
There will be a payment section
Student detail will be searched and selected,
Data on the page will mostly be
name
Class
payment history on the right (adjustable panel)
Any user with access should be able to generate receipts for old transactions
Debt(which will be fees owed for previous terms)
Fees for current term
Objects paid for in full should be unclickable(but still visible in background)
any user with access to this panel should then select whatever objects from the
debt list, which will then add up in like a cart format to be checked out or paid
for.
Items on this page can either be paid for in full or part, so if part is selected,
then the value to be paid is then deducted from the object value
Note that certain objects like school fee can only be paid twice and once a
certain amount has been paid, the rest has to be paid for on the second
payment.
On the payment panel, any user with access should be able to add objects not
originally meant to be paid for by student. E.g a student in ss2 that had bought
p.e wears when they entered the school needs another one, I should be able to
look into the object options and add the object for payment(note that this is not
creating objects but clicking on already created objects)
***Note that this is subject to change of what the developer sees as best
After each payment, receipt should be printed.
The receipt should include school name
Date and time of payment,
Name of student
Payment for:
Object(s) paid for and amount paid
Balance for each object in debt,
if object_numbers = 0
Print(0)
Receipt printed by(name of staff or admin)
For staff management,
i should be able to see payment history by date
I should be able to give access permission for this functionality to certain user/s
It should be separated by object and totaled (Filters:
so I can generate history for books(or any other object) for a day, month, or
year, for all students or for a particular student or group)
I should also be able to generate for every object within the time frame selected
Point is; when madam comes to school, she should be able to login and see
payment history for the day, month, etc… if she pleases and this will be sorted
by date
Lastly
I should be able to backup my data