Finance Module: Billing, Payments & Ledger

Summary

The Finance module is your provider’s accounting hub. It lets you raise invoices, capture payments, chase outstanding balances, post journals to a general ledger, sell items through point of sale, manage procurement, and run learner or staff wallets — all inside skillSYMS. This guide walks through the main screens and the order you’ll typically use them in.

Who This Guide Is For

• Finance officers and bookkeepers at a training provider
• SDP administrators responsible for billing and collections
• Operations managers reconciling learner fees and supplier costs

Prerequisites

Before you begin, ensure you have:

• An SDP or admin account with finance access
• Your chart of accounts decided (or use the defaults)
• Banking and payment-method details for receipts
• A list of fee-paying learners or accounts to bill

Step 1: Open the Finance Hub

Navigate to Finance → Overview.

The hub dashboard summarises outstanding invoices, recent payments, cash position, and collections at risk. Use it as your daily starting point to spot overdue accounts before they age.

Tip: The figures here roll up from every sub-ledger. If a number looks wrong, drill into the matching screen (Billing, Payments, or Ledger) rather than editing the dashboard.

Step 2: Raise and Send Invoices

Navigate to Finance → Billing.

To create an invoice:

1. Click New Invoice
2. Select the account or learner being billed
3. Add line items (programme fees, registration, materials)
4. Set the due date and any tax
5. Save, then Send to deliver it

Each invoice posts automatically to the ledger, so you never double-capture.

Step 3: Capture Payments

Navigate to Finance → Payments.

Record money received against invoices:

1. Click Record Payment
2. Choose the payer and matching invoice(s)
3. Enter the amount, date, and method
4. Allocate across invoices if it’s a part payment

Partially paid invoices stay open until fully settled, keeping your collections list accurate.

Step 4: Work the Collections List

Navigate to Finance → Collections.

This screen ages every unpaid balance and flags accounts that need chasing. From here you can:

• Filter by days overdue
• Send a reminder
• Add a follow-up note or promise-to-pay date

Tip: Review collections weekly. Acting at 30 days is far more effective than at 90.

Step 5: Post Journals to the Ledger

Navigate to Finance → Ledger.

The general ledger is the system of record. Most entries post automatically from invoices and payments, but you can add a Manual Journal for adjustments, accruals, or corrections. Always include a clear description so audits are painless.

Step 6: Use Point of Sale

Navigate to Finance → POS.

For walk-in or counter sales (materials, exam fees, merchandise), POS lets you ring up items, take payment, and issue a receipt in one flow. Each sale flows through to payments and the ledger.

Step 7: Manage Procurement and Wallets

• Finance → Procurement — raise purchase requests and track supplier spend.
• Finance → Wallets — top up and debit learner or staff wallets for fees, stipends, or prepaid balances.

Common Mistakes to Avoid

1. Editing the dashboard instead of the source: Always correct figures in Billing, Payments, or Ledger.
2. Unallocated payments: A payment not matched to an invoice still shows the invoice as overdue.
3. Skipping journal descriptions: Blank descriptions make month-end and audits slow.
4. Letting collections age: Use the Collections screen routinely, not only at month-end.

Verification Checklist

Before relying on the module, verify:

• At least one invoice has been raised and sent
• A payment has been recorded and allocated
• The ledger reflects the invoice and payment
• The Collections list shows the correct aged balances
• A POS sale (if used) appears in payments

Next Steps

• HR Module — Manage staff records and contracts
• Timeclock & Payroll — Pay your team accurately
• Billing & Subscriptions — Manage your skillSYMS plan