Campus store on the student's fee account
With SmartMy Campus, a student buys at the campus store without money. The cashier scans the ID card and the sale goes on the student's fee account. On the 1st of each month the last month's purchases become one fee due per student. Parents see and pay it with the other fees, and a monthly limit keeps spending in check.
PLANSEvery planWith SmartMy Campus
Why it matters
Students should not carry cash for notebooks, uniforms or a pen drive, and parents want to see what was bought. Store credit on a register book is lost, disputed and chased by hand. SmartMy POS puts each sale on the student's fee account, found by the register or admission number on the ID card. Each month the purchases become one fee due that parents pay with the other fees. A monthly limit per student stops overspending, and refunds come back on the next bill.
The problem it solves
- Students carry cash to the campus store, and some of it goes missing.
- The store keeps a register of credit sales, and the accounts office chases parents separately.
- Parents learn what their child spent only when a bill arrives with no detail.
- A student runs up a large bill in a single week.
How it works
- Set it up once: a payment method of the kind Student Fee Account on the store's registers. On a register's Receipt tab set the Fee Account Clearing account, the Store Fee Head and the Fee Account Limit (month).
- At the counter, type or scan the register or admission number from the ID card. The student comes first in the customer list.
- Add the products, click Pay, choose the fee account method and Validate. Part of the bill can be paid in cash and the rest charged.
- The sale is refused if the customer is not a student of that Entity, or if it would pass the monthly limit. The message says how much the student can still buy this month.
- Each charged sale is a line under Point of Sale > Fee Account Charges, To Bill until it is billed.
- On the 1st of each month the last month's charges are billed by themselves: one fee due per student under the store fee head. A POS manager can bill earlier with Bill Now.
Everything it does
Settings per store
- Fee Account Clearing: where these sales wait until the fee due is collected
- Store Fee Head: empty makes a "Campus Store" head by itself
- Fee Account Limit (month): the most one student can buy on the fee account in a month; 0 means no limit
At the counter
- Students found by register number or admission number, as well as by name or phone
- The customer must be the student; another customer is refused ("is not a student")
- Cash and fee account can be mixed on one bill
- The order shows a Fee Account tab with the charge
Billing
- Point of Sale > Fee Account Charges: student, order, amount and status To Bill, Billed or Cancelled
- The monthly run bills charges dated up to the last day of the month before
- One fee due per student and store, which parents see and pay with the other fees
- Bill Now for the lines ticked, or for all that wait when none is ticked
Refunds
- Refunded back to the fee account, never more than the sale charged to it
- Not yet billed and refunded in full: the charge is cancelled
- Already billed: a negative line, given back as credit on the next monthly bill
Who uses it
Cashier at the campus storeScans the ID card and charges the sale to the fee account.
POS managerBills charges early with Bill Now when needed.
Accounts officeSets the clearing account and fee head, and follows charges to billing.
ParentSees the monthly store due with the other fees and pays it.
Where you use it
- Web: the fee account method on the store's counter; Point of Sale > Fee Account Charges; the Fee Account tab of an order
- The SmartMy POS app: students found by ID card number and the fee account method on the Pay screen. It is built and in testing, not in the app stores yet
- Not built: a per-item list of store purchases for parents in the portal; they see the monthly due
- Not for parents or staff: the customer must be the student
What you control
Settings
- Fee Account Limit (month): 0 (no limit) until you set it
- Store Fee Head: "Campus Store", made by itself when empty
- Monthly billing: on the 1st
Works with
SmartMy CampusNeeded: students, their ID numbers and the fee ledger with fee heads and dues. The fee due appears with the student's other fees.
SmartMy HostelA hostel that bills through school fees uses this fee account instead of the hostel bill.
Questions
Can a student overspend?
Not past the monthly limit you set. A sale that would go over it is refused, and the message shows what is left this month.When do parents see the purchases?
On the 1st of the month, as one store due with the other fees. A POS manager can bill earlier with Bill Now.Can part of a bill be paid in cash?
Yes. Split the payment: cash for part, the fee account for the rest.What if the item is returned after billing?
The refund makes a negative line, given back as credit on the next monthly bill.Can a teacher buy on the fee account?
No. Only students of that Entity can. Staff can buy against their salary with SmartMy HRMS payroll.Related features
WITH OTHER SMARTMY PRODUCTSHostel store on the resident's hostel billWith SmartMy Hostel, a resident buys at the hostel store or tuck shop and pays later on the hostel bill. Each sale becomes a Store Purchases charge on the resident's current stay, invoiced by the hostel's billing run with the other charges. Income and tax are booked once, through a clearing account.WITH OTHER SMARTMY PRODUCTSStaff purchases deducted from salaryWith SmartMy HRMS payroll, an employee buys at the staff store and the amount is taken from their next salary. The cashier scans the badge, and a monthly limit keeps it in check. The next payslip gets one Store Purchases deduction line, never more than the net pay. What is still owed when someone leaves goes into the exit settlement.WEB COUNTER AND APPSmartMy POS app for phones and tillsThe SmartMy POS app runs the whole shift on one device. Open the session, sell, take payments, refund, and print or share receipts. Move cash and close with a cash count. It keeps the register's products, prices and taxes on the device and keeps selling without signal. It runs on Android and iOS phones and tablets and on Windows, macOS and Linux tills.SELLINGFind or add the customer at the counterFind a customer by typing two letters of the name or digits of the mobile number. Or add a new one with just a name and a phone. Without a customer the sale goes to the register's walk-in customer.SELLINGRefunds and discounts with a supervisor PINRefund the lines and quantities that come back, with a reason, found by receipt number or customer. Give line or bill discounts with a reason up to the cashier's limit. A supervisor approves each refund on the cashier's screen with a password or a PIN that works once.
See a day at your counter, start to close.
Tell us what you sell and how many counters you run. We will show you the opening count, a sale without internet, a refund and the closing report.