Accounting & Billing Center
Billing · Collections · Receivables · Scholarships · Reconciliation
Focus: Dashboard & KPIs · Term-wide view for all campuses
TOTAL ASSESSED (TERM)
₱512,000,000
Tuition, misc, other
Net of cancellations
-5.8%
COLLECTED TO DATE
₱398,000,000
Cash · Bank · Gateway
Official receipts only
+7.0%
COLLECTION RATE
77.7%
Collected ÷ Assessed
Term-to-date
+1.2%
DSO (DAYS SALES OUTSTANDING)
42d
Target ≤ 40 days
Lower is better
-6.7%
COLLECTIONS BY CAMPUS
Assessed vs Collected (M PHP)
Assessed vs Collected (M PHP)
Cainta
Antipolo
Binangonan
Cogeo
San Mateo
Sumulong
Taytay
Assessed (M)
Collected (M)
TODAY'S OPERATIONAL SNAPSHOT
Summary of cashiering, upcoming dues, and at-risk accounts across campuses.
Cashiering Collections (Today)
₱4,150,000
Installments Due (Next 7 Days)
Students: 1,860
₱22,400,000
Overdue 61+ Days
Higher risk of non-collection
₱58,800,000
ALERTS & EXCEPTIONS
Items Requiring Attention
Items Requiring Attention
1 CRITICAL
4 ADVISORY
Critical
• AR 90+ too high — 90+ bucket is 12.4% of total AR (limit 3%)
Advisory
• DSO above target — DSO is 42 days (target 40 days)
• Collection rate low — Collection rate is 77.7% (target 80%)
• Gateway fail rate — Gateway failed transactions at 1.10% (limit 1%)
• Scholarship over budget — Scholarships exceed budget by 7.0%
CASHIERING DESK
Real-time Cashier Monitoring
Use this console during enrollment and heavy payment days to see all cashier activities.
ACTIVE WINDOWS
5
Across all campuses
AVG. QUEUE TIME
7 mins
Target < 10 mins
COLLECTIONS (TODAY)
₱4,150,000
Cash + Gateway
ACTIVE CASHIERS
| Cashier | Campus | OR Count | Amount | Status |
|---|---|---|---|---|
| Cruz, Anna | Antipolo | 86 | ₱612,500 | OPEN |
| San Jose, Mark | Cainta | 72 | ₱495,200 | OPEN |
| Garcia, Lea | Taytay | 41 | ₱305,800 | OPEN |
| Others | Multi-campus | 160 | ₱1,420,500 | OPEN |
QUICK PAYMENT CAPTURE
For emergency posting when gateway or cashier system is down, later synced to main ledger.
STUDENT LEDGER LOOKUP
Dela Cruz, Juan R.
2025-12345 · BSIT · 2nd Year · Antipolo
AT RISK · 2 INSTALLMENTS MISSED
Assessed (Term)
₱35,480.00
Total Payments
₱21,500.00
Outstanding
₱13,980.00
Scholarship / Discount
₱5,000.00
LEDGER ENTRIES (CURRENT TERM)
| Date | Reference | Particulars | Charge | Payment | Balance |
|---|---|---|---|---|---|
| 2025-08-01 | ASSESS-2025T1 | Initial Assessment (Tuition + Fees) | ₱35,480.00 | — | ₱35,480.00 |
| 2025-08-15 | OR-AT-001234 | Payment via Cashier · Antipolo | — | ₱10,000.00 | ₱25,480.00 |
| 2025-09-10 | OR-GW-004567 | Payment via GCash Gateway | — | ₱11,500.00 | ₱13,980.00 |
| 2025-09-30 | PEN-2025T1-02 | Late Payment Surcharge | ₱480.00 | — | ₱14,460.00 |
ADJUSTMENTS & RECLASSIFICATION
This module handles fee waivers, corrections, transfers between ledgers, and misposting rectifications. All actions here are fully audit-trailed and require approval routing.
Adjustment Type
ADJUSTMENT QUEUE (PENDING APPROVAL)
For Accounting Head & President's Office
| Ref | Student | Type | Amount | Requested By | Status |
|---|---|---|---|---|---|
| ADJ-2025-0012 | Dela Cruz, Juan | Fee Waiver | ₱480.00 | Antipolo Accounting | FOR APPROVAL |
| ADJ-2025-0013 | Santos, Maria | Misposting Correction | ₱3,000.00 | Cainta Accounting | ROUTED TO PRESIDENT |
| ADJ-2025-0014 | Various | Write-off (Approved) | ₱18,500.00 | Central Office | POSTED |
OFFICIAL REGISTRATION FORM & ASSESSMENT
This workspace is where Accounting validates assessments prepared by the Registrar and Academic Board. It also hosts re-printing of ORFs and fee breakdown review.
ASSESSMENT BREAKDOWN
2025T1
BSIT
Full-time
| Tuition · 21 units | ₱28,000.00 |
| Miscellaneous Fees | ₱5,700.00 |
| Lab & OJT Fees | ₱1,780.00 |
| TOTAL ASSESSMENT | ₱35,480.00 |
Note: Any change to assessment after OR issuance will be tracked and requires dual approval (Registrar + Accounting).
ASSESSMENT ACTIONS
Use this panel for overrides and re-computation due to subject changes, program shifts, or CHED updates.
Current Workflow:
1. Registrar prepares ORF
2. Accounting validates fees
3. Cashier collects payment
4. System posts to ledger
1. Registrar prepares ORF
2. Accounting validates fees
3. Cashier collects payment
4. System posts to ledger
BILLING CYCLES OVERVIEW
Define term-level billing cycles per program and campus. These cycles control when students see due dates, penalties, and reminders in the Student Hub.
TERM BILLING SCHEDULE
Example · 3-installment structure
| Cycle | Due Date | % of Assessment | Penalty Start | Status |
|---|---|---|---|---|
| Downpayment | 2025-08-05 | 30% | 2025-08-12 | CLOSED |
| 2nd Installment | 2025-09-10 | 35% | 2025-09-17 | OPEN |
| Final Installment | 2025-10-15 | 35% | 2025-10-22 | UPCOMING |
Note:
• Billing cycles are set per term and can vary by campus/program
• Penalty computation is automatic based on the penalty start date
• Students see these dates in their Student Hub dashboard
• Changes here affect thousands of students—coordinate with Registrar
• Penalty computation is automatic based on the penalty start date
• Students see these dates in their Student Hub dashboard
• Changes here affect thousands of students—coordinate with Registrar
INSTALLMENT PLANS & DUE DATES
Configure standard installment templates which can be applied per student or per cohort (e.g., SHS, College, Graduate School).
| Installment | % of Assessment | Offset from Start | Penalty Rule |
|---|---|---|---|
| Downpayment | 30% | Enrollment week | Penalty after 7 days |
| 2nd Installment | 35% | Week 4 of term | Penalty after 7 days |
| Final Installment | 35% | Week 8 of term | Penalty after 7 days |
Usage:
• Templates are applied during enrollment based on student program
• Individual adjustments can be made in the student ledger
• Changes to templates affect new enrollments only
• Coordinate with Registrar when modifying term schedules
• Individual adjustments can be made in the student ledger
• Changes to templates affect new enrollments only
• Coordinate with Registrar when modifying term schedules
PENALTIES & SURCHARGES
Maintain a consistent and transparent penalty matrix. Values here will sync to Student Hub so students can see rules clearly.
| Scenario | Rule | Amount Basis |
|---|---|---|
| Late Installment (≤ 30 days) | Flat penalty per missed installment | ₱200.00 Per due date |
| Long Overdue (31–60 days) | Flat penalty + % of outstanding | ₱200.00 + 1.5% Per month |
| Very Long Overdue (61+ days) | % of outstanding | 3.0% Per month |
Important Notes:
• Penalties are computed automatically by the system based on due dates
• Students can view penalty breakdown in their Student Hub ledger
• All penalty rules must be approved by the President's Office
• Changes take effect in the next billing cycle
• Students can view penalty breakdown in their Student Hub ledger
• All penalty rules must be approved by the President's Office
• Changes take effect in the next billing cycle
PROMISSORY NOTES
Track students who have approved promissory notes for examinations or clearance. Each record specifies the promised schedule and amount.
ACTIVE PROMISSORY NOTES
| Student | Campus | Amount | Due Date | Status |
|---|---|---|---|---|
| Reyes, Carlo | Cogeo | ₱8,000.00 | 2025-10-05 | ACTIVE |
| Lopez, Mia | Binangonan | ₱5,500.00 | 2025-09-30 | OVERDUE |
Policy Reminder:
• Promissory notes must be approved by the Campus Director or Accounting Head
• Students with overdue promissory notes cannot request new ones
• All promissory notes are tracked and reported to the President's Office
• Maximum of 2 active promissory notes per student per academic year
• Students with overdue promissory notes cannot request new ones
• All promissory notes are tracked and reported to the President's Office
• Maximum of 2 active promissory notes per student per academic year
SCHOLARSHIPS DASHBOARD
High-level view of scholarships and discounts posted to student ledgers, compared to the approved budget of the President's Office.
TOTAL SCHOLARS
1,230
All campuses
SCHOLARSHIP AMOUNT (MP)
₱96.3M
This academic year
BUDGET UTILIZATION
107%
Slightly over budget
TOP SOURCE
Gov't CHED / TES
58% of all awards
SCHOLARSHIP TYPES · SNAPSHOT
| Type | Source | # of Students | Amount (MP) | Status |
|---|---|---|---|---|
| Academic Excellence | Institutional | 420 | ₱24.5M | ACTIVE |
| Government Grants | CHED / TES | 580 | ₱48.9M | ACTIVE |
| Athletic & Cultural | Institutional | 230 | ₱12.9M | LIMITED SLOTS |
DISCOUNT REQUESTS & APPROVAL
Requests entered by Student Affairs or the Campus Academic Coordinator, routed to Accounting and the President for approval.
| Student | Campus | Type | Requested (%) | Routed To | Status |
|---|---|---|---|---|---|
| Santos, Andrea | Antipolo | Financial Assistance | 25% | President & Accounting | FOR APPROVAL |
| Ramos, Neil | Cainta | Sibling Discount | 10% | Accounting | RECOMMENDED |
| Perez, Liza | San Mateo | Employee Dependent | 50% | HR + Accounting | APPROVED |
GRANT MONITORING
Tracks externally funded programs (LGU, NGOs, partner companies) and ensures funds are fully utilized and reported.
| Grant Name | Sponsor | Grant Amount | Utilized | Balance |
|---|---|---|---|---|
| LGU Scholarship 2025 | Local Government | ₱10,000,000 | ₱8,700,000 | ₱1,300,000 |
| Tech Industry Partnership | Private Company | ₱5,000,000 | ₱3,950,000 | ₱1,050,000 |
ACCOUNTS RECEIVABLE AGING
Aging buckets summarize total outstanding balances. This view guides collection priority, especially in 61–90 and 90+ days.
| Bucket | Amount (MP) | % of Total | Risk Level |
|---|---|---|---|
| 0–30 days | ₱82.0M | 39.0% | NORMAL |
| 31–60 days | ₱64.0M | 30.5% | NORMAL |
| 61–90 days | ₱38.0M | 18.1% | HIGH |
| 90+ days | ₱26.0M | 12.4% | HIGH |
COLLECTION CAMPAIGNS
Design campaigns (SMS, email, Student Hub notices) to target specific AR segments, with tracking on commitments and results.
| Campaign | Target Segment | Channel | Students | Status |
|---|---|---|---|---|
| "Catch-up Plan 61+" | AR 61–90 days · All campuses | SMS + Student Hub Notice | 420 | ONGOING |
| "Graduate Clearance Drive" | Graduating students with remaining balances | Email + Campus Announcement | 180 | PLANNED |
STATEMENT OF ACCOUNT & COLLECTION LETTERS
Generate PDF/Email-ready statements and formal letters aligned with school policy.
Note:
• All letters will be reviewed by the Accounting Head before sending
• Students will receive copies via email and Student Hub notification
• Physical copies can be printed for parent/guardian distribution
• Coordinate with Student Affairs for sensitive cases
• Students will receive copies via email and Student Hub notification
• Physical copies can be printed for parent/guardian distribution
• Coordinate with Student Affairs for sensitive cases
BANK RECONCILIATION
Reconcile bank statements with ORs, gateway reports, and general ledger. Open items indicate possible delays or posting issues.
| Item | Count | Amount (MP) | Status |
|---|---|---|---|
| Deposits in Transit | 148 | ₱9.2M | IN PROGRESS |
| Unidentified Bank Credits | 32 | ₱1.4M | INVESTIGATE |
| Outstanding Checks | 54 | ₱3.8M | NORMAL |
GATEWAY & E-PAYMENTS
Monitor the status of GCash, bank gateways, cards, and other digital payment channels integrated to SKOLARIS.
| Gateway | Status | Today's Txns | Fail Rate |
|---|---|---|---|
| GCash | UP | 864 | 0.6% |
| Credit/Debit Card | UP | 298 | 0.9% |
| Online Bank Transfer | INTERMITTENT | 124 | 1.8% |
AUDIT TRAIL & OVERRIDES
Every manual override, fee adjustment, or backdated posting made in Accounting & Billing Center is logged here with user, time, and justification.
| Time | User | Action | Student / Ref | Status |
|---|---|---|---|---|
| 2025-09-15 10:23 | acc-antonio | Posted fee waiver (late penalty) | 2025-12345 | APPROVED |
| 2025-09-16 14:11 | acc-lara | Adjusted assessment · subject dropped | ORF-AT-22345 | APPROVED |
STANDARD REPORTS
Common PDFs requested by the President, Registrar, Student Affairs, and external auditors.
COLLECTION SUMMARY BY CAMPUS
For specified date range and term
AR AGING REPORT
Bucketed aging per campus
SCHOLARSHIP & DISCOUNT REPORT
By type, campus, and program
BANK RECON SUMMARY
Open items and variances
PROMISSORY NOTES STATUS
Upcoming and overdue promises
CUSTOM EXTRACTS
For Excel-based analysis by Accounting, MIS, or the President's Office. These are downloadable CSVs/Excel files.
Note:
• All extracts are logged and auditable
• Sensitive data (SSS, TIN) are masked unless user has elevated permission
• Files are automatically saved to the school's secure archive
• Contact MIS if you need a custom template not listed here
• Sensitive data (SSS, TIN) are masked unless user has elevated permission
• Files are automatically saved to the school's secure archive
• Contact MIS if you need a custom template not listed here
ACCOUNTING SETTINGS
Term-wide thresholds and rules that control how alerts are triggered in the dashboard.