LiveSchools365 Role Training Kit — Finance

Trainer-grade · 2026-09-23 · ~30 min · https://liveschools365.com

USER TRAINING (not QA smoke).

1. Purpose

Run daily fees: structure, generate invoices, receive payment, and check records.

Business scenario

Month-end is tomorrow. You must confirm the fee structure, generate invoices for Grade 1, receive at least one practice payment, and produce a collection report the principal can trust.

Learning outcomes

• Complete the Accountant Implementation Guide track end-to-end (~30 minutes).
• Run daily fees: structure, generate invoices, receive payment, and check records.
• Use official menu paths instead of informal messaging for auditable school work.
• Know when to Mark done and how to resume from /implement or Trial Journey.

2. Sign in

• Login: /school-management-software-login
• User: finance@liveschool
• Password: LiveSchool@123
• Guide: /implement/accountant

3–4. Guided workflows

4.1 Find Fee Management

Main task: Reach the daily fee workspace

Why: All billing work starts from Fee Management under Finance.

Menu: Finance → Fee Management
Route: /fees

How to:

1. Click Finance in the top menu.
2. In the Finance side list, click Fee Management.
3. You should see Fee Dashboard / Fee Entry options.
4. Return here and Mark done.

Fields:

• Report parameters — Define the fee population and analysis scope.
• Export to Excel — Download the generated result with branding, metadata, parameters, and rows.
• Fee head — Name the charge category.
• Amount / frequency — Set charge value and recurrence.
• Campus / grade / section — Choose who receives the charge from Master Data grades and sections; students need not be registered yet.

Practice:

• Open live form: /fees
• Follow menu path: Finance → Fee Management
• Practice: bill Grade G01 / Section A for the current month; receive a small test payment

Expected: After this step, “Reach the daily fee workspace” is true on the live system, and the Implementation Guide step “Find Fee Management” can be Mark done.

Mistakes:

• If this step is skipped: All billing work starts from Fee Management under Finance.
• Generating invoices before fee structure exists → empty batch / zero challans.

4.2 Confirm fee structure

Main task: Make sure charges exist before billing

Why: Generate Invoices uses the fee structure — empty structure means no challans.

Menu: Finance → Fee Management → Fee Structure
Route: /fees/setup

How to:

1. From Fee Management open Fee Structure.
2. Check that grades you bill have active charges.
3. Add or fix missing fee heads if needed.
4. Save, then Mark done.

Fields:

• Fee head — Name the charge category.
• Amount / frequency — Set charge value and recurrence.
• Campus / grade / section — Choose who receives the charge from Master Data grades and sections; students need not be registered yet.
• Active — Allow future billing use.
• Period name — Identify the accounting period.

Practice:

• Open live form: /fees/setup
• Follow menu path: Finance → Fee Management → Fee Structure
• Practice: bill Grade G01 / Section A for the current month; receive a small test payment

Expected: After this step, “Make sure charges exist before billing” is true on the live system, and the Implementation Guide step “Confirm fee structure” can be Mark done.

Mistakes:

• If this step is skipped: Generate Invoices uses the fee structure — empty structure means no challans.
• Generating invoices before fee structure exists → empty batch / zero challans.

4.3 Generate fee invoices

Main task: Create monthly challans for a class or campus

Why: This is how students get bills for the month — do this before collecting cash.

Menu: Finance → Fee Management → Fee Entry → Generate Invoices
Route: /fees/entry

How to:

1. Open Finance → Fee Management → Fee Entry.
2. Select the Generate Invoices workflow (not Receive Payment yet).
3. Choose billing session / academic year if asked.
4. Select campus, grade, section, and billing month as shown on the form.
5. Review how many students will be billed.
6. Generate the invoice batch.
7. Confirm the batch appears in Invoice Generation Batches.
8. Return here and Mark done.

Practice:

• Open live form: /fees/entry
• Follow menu path: Finance → Fee Management → Fee Entry → Generate Invoices
• Practice: bill Grade G01 / Section A for the current month; receive a small test payment

Expected: After this step, “Create monthly challans for a class or campus” is true on the live system, and the Implementation Guide step “Generate fee invoices” can be Mark done.

Mistakes:

• If this step is skipped: This is how students get bills for the month — do this before collecting cash.
• Generating invoices before fee structure exists → empty batch / zero challans.

4.4 Receive a payment

Main task: Record money against open invoices

Why: Cash, bank, or card collections must be allocated to invoices to clear balances.

Menu: Finance → Fee Management → Fee Entry → Receive Payment
Route: /fees/entry

How to:

1. Stay on Fee Entry.
2. Select Receive Payment.
3. Search and select the student.
4. Enter amount, payment mode, and reference if required.
5. Allocate the payment to open invoices.
6. Save / receive the payment.
7. Return here and Mark done.

Practice:

• Open live form: /fees/entry
• Follow menu path: Finance → Fee Management → Fee Entry → Receive Payment
• Practice: bill Grade G01 / Section A for the current month; receive a small test payment

Expected: After this step, “Record money against open invoices” is true on the live system, and the Implementation Guide step “Receive a payment” can be Mark done.

Mistakes:

• If this step is skipped: Cash, bank, or card collections must be allocated to invoices to clear balances.
• Generating invoices before fee structure exists → empty batch / zero challans.

4.5 Review fee records

Main task: Verify invoices and receipts look correct

Why: Records are your audit trail before reports go to the principal.

Menu: Finance → Fee Management → Fee Records
Route: /fees/records

How to:

1. Open Fee Records from Fee Management.
2. Filter by campus or date if needed.
3. Open one invoice and one receipt to confirm amounts.
4. Mark done when the trail looks right.

Fields:

• Fee head — Name the charge category.
• Amount / frequency — Set charge value and recurrence.
• Campus / grade / section — Choose who receives the charge from Master Data grades and sections; students need not be registered yet.
• Active — Allow future billing use.
• Period name — Identify the accounting period.

Practice:

• Open live form: /fees/records
• Follow menu path: Finance → Fee Management → Fee Records
• Practice: bill Grade G01 / Section A for the current month; receive a small test payment

Expected: After this step, “Verify invoices and receipts look correct” is true on the live system, and the Implementation Guide step “Review fee records” can be Mark done.

Mistakes:

• If this step is skipped: Records are your audit trail before reports go to the principal.
• Generating invoices before fee structure exists → empty batch / zero challans.

4.6 Run a fee report

Main task: Produce a report leadership can trust

Why: Reports summarize collections and outstanding balances for the day or month.

Menu: Finance → Fee Management → Reports
Route: /fees/reports

How to:

1. Open Reports under Fee Management.
2. Pick a collection or outstanding report.
3. Set dates and campus.
4. Run, then print or export.
5. Mark done.

Fields:

• Report parameters — Define the fee population and analysis scope.
• Export to Excel — Download the generated result with branding, metadata, parameters, and rows.
• Fee head — Name the charge category.
• Amount / frequency — Set charge value and recurrence.
• Campus / grade / section — Choose who receives the charge from Master Data grades and sections; students need not be registered yet.

Practice:

• Open live form: /fees/reports
• Follow menu path: Finance → Fee Management → Reports
• Practice: bill Grade G01 / Section A for the current month; receive a small test payment

Expected: After this step, “Produce a report leadership can trust” is true on the live system, and the Implementation Guide step “Run a fee report” can be Mark done.

Mistakes:

• If this step is skipped: Reports summarize collections and outstanding balances for the day or month.
• Generating invoices before fee structure exists → empty batch / zero challans.

5. Capstone checklist

• □ Find Fee Management
• □ Confirm fee structure
• □ Generate fee invoices
• □ Receive a payment
• □ Review fee records
• □ Run a fee report

6. Knowledge check

Q: What is the first main task on the Accountant track?
A: Reach the daily fee workspace

Q: Which menu path opens “Find Fee Management”?
A: Finance → Fee Management

Q: Why does “Confirm fee structure” matter?
A: Generate Invoices uses the fee structure — empty structure means no challans.

Q: What happens if you finish a live form but do not Mark done?
A: Later Implementation Guide steps stay locked / progress is incomplete.

Q: Demo username for this kit?
A: finance@liveschool

7. Video