Finance
Finance covers the life of a charge, plus a Discounts & Funding subgroup (tuition plans, scholarships, vouchers).
A charge moves in this order:
Generate -> Collect & reconcile -> Exceptions (when it does not match) -> Lookup & auditA mistake at generation propagates through every later step. This area touches real money, so check before running anything in bulk.
Hôm nay — Today
Section titled “Hôm nay — Today”What it is for. The screen to open each morning: what still needs doing.
Who can open it. Anyone with permission to view the finance dashboard. Each work type appears only when that person has the matching source permission — DNG webhook evidence is hidden without the webhook permission.
On screen
- Tổng phải thu — total receivable.
- Đã thu — collected so far.
- SV chưa sinh phí — students with no charge generated yet; usually the most urgent item.
- Cần xử lý — outstanding work. Open a type for the first few rows, then the existing handling page.
- Webhook DNG lỗi — failed DNG webhooks
- Settlement cần kiểm tra — invalid settlement positions
- Tiền chờ phân bổ — cash waiting to allocate
- DNG đến hạn — due today or overdue
- Ngoại lệ lifecycle chờ review — lifecycle exceptions
- Sai sót sinh phí — charge-generation errors
- Installment đẩy thất bại — failed installment push
- Huỷ đang chờ — cancellations waiting review
- Số dư cần quyết — leftover cash to decide
Steps. Go to Finance → Hôm nay. Click Làm mới (Refresh) for current figures.
Note. A non-zero SV chưa sinh phí mid-term means students are studying without being charged. Handle it early; recovery gets harder with time. Leftover cash to decide is only for students who have left school — there is no refund while they are still enrolled.
Finance Reporting
Section titled “Finance Reporting”What it is for. Consolidated income and receivable reporting for management.
Who can open it. Anyone with permission to view finance reporting.
Steps. Go to Finance → Finance Reporting, choose a term or date range, then read and export.
Doanh thu — Revenue
Section titled “Doanh thu — Revenue”What it is for. School-wide revenue rolled up across terms, by campus and fee type, computed from the same source data as Collection Progress so the two reports never disagree.
Who can open it. Anyone with permission to view the school-wide revenue report (a separate permission from the per-campus Finance Reporting).
Steps. Go to Finance → Doanh thu, read the per-term table and the campus/fee-type breakdown. The unattributed cash row is kept separate and never folded into the totals.
Sinh phí — Generating charges
Section titled “Sinh phí — Generating charges”This group creates the receivables. It carries the most risk in the area.
Sinh phí & lệnh thu
Section titled “Sinh phí & lệnh thu”What it is for. Generating charges in bulk for a group of students, or creating DNG payment requests in bulk. Sending payment reminders is not here — use DNG Due Reminders.
Who can open it. Staff assigned to generate charges or create collection requests.
Steps
- Go to Finance → Sinh phí → Sinh phí & lệnh thu.
- Choose 1. Sinh phí hàng loạt or 2. Lập yêu cầu thanh toán DNG.
- Pick the term and fee type — the list appears.
- Check the counts; fill due date and description only when you click Tạo lệnh thu.
- After HP/EGC charge generation: Xem / lập lệnh thu kỳ này opens the collection page (pick term and fee type again there).
Reading the Amount column. For HP (tuition) charges, if a student has a scholarship, the Amount cell shows:
- Original tuition (struck through) and the amount actually due after discount (bold).
- 🎓 the scholarship line — name, original rate/amount, and the discount at that original rate.
- 📉 a “Scholarship reduced” line (only shown when an active adjustment decision targets the exact semester selected) — the reduced rate and how much less is being deducted compared to the original.
No scholarship line even though the student has one → check step 3, the selected semester may not match the adjustment’s target semester.
Notes
- Always read the list before running. Wrong charges generated in bulk have to be cancelled one by one.
- Test on a small group before running a whole intake.
- Check whether students already hold a scholarship or voucher, so charges are not generated at the wrong amount. For due-date reminders, go to Thu & Đối soát → DNG Due Reminders.
Pricing Operations
Section titled “Pricing Operations”What it is for. Declaring and adjusting the rules that price tuition.
Steps
- Go to Finance → Sinh phí → Pricing Operations.
- Read the existing list under Rule versions.
- Click Create pricing rule version, fill in the panel, then click Create version.
Note. Pricing rules are versioned. Create a new version rather than editing the active one, so charges already generated are unaffected.
EGC · Kết quả & học lại, EGC - Carry Forward
Section titled “EGC · Kết quả & học lại, EGC - Carry Forward”What it is for. The fees that arise from academic results: retakes, and the amounts carried into the following term.
Note. Only run these once results are finalised. Running early charges students whose final grades do not yet exist.
Thu & Đối soát — Collection and reconciliation
Section titled “Thu & Đối soát — Collection and reconciliation”This group records money in and matches it to receivables.
| Page | What it is for |
|---|---|
| DNG Due Reminders | Payment due-date reminders. Includes Phát thông báo học phí to the student and parent |
| DNG Campus Mapping | Which campus maps to which collection account |
| Lập yêu cầu thanh toán DNG | Creating payment requests sent to the DNG gateway |
| Settlement Worklist | Amounts that need matching by hand |
| Payments | Payments received |
Payments
Section titled “Payments”On screen. Three cards: Tổng đã đóng (total paid), Đã thanh toán (settled), Còn dư (remaining balance).
Note. A non-zero Còn dư means the student overpaid, or the money has not been fully allocated. Resolve it in Settlement Worklist.
Settlement Worklist
Section titled “Settlement Worklist”What it is for. Matching received money to the right receivable, for cases the system could not match automatically.
Who can open it. Anyone with permission to allocate payments.
Note. This directly touches students’ money. Check the supporting document before allocating, and do not allocate while in doubt.
Ngoại lệ — Exceptions
Section titled “Ngoại lệ — Exceptions”Where mismatched cases collect.
| Page | What it is for |
|---|---|
| Exceptions Queue | The queue of exceptions to work through |
| Lifecycle Exceptions | Exceptions caused by a change in student status |
| Lifecycle History | The history of exceptions already handled |
Note. Exceptions left standing distort end-of-term reporting. Clear the queue weekly rather than letting it build.
Tra cứu & Audit — Lookup and audit
Section titled “Tra cứu & Audit — Lookup and audit”Read-only screens for finding and reconciling.
| Page | What it is for |
|---|---|
| Audit Workspace | The general lookup area when investigating one case |
| Charge Ledger (Global) | The ledger of every charge generated |
| Invoices | The invoice list, shown under Invoice List |
| DNG Payment Requests | Payment requests sent to the DNG gateway |
| DNG · Cần kiểm tra | Gateway receipts that look wrong |
| DNG Webhook Events | The log of signals received from the gateway |
DNG Payment Requests
Section titled “DNG Payment Requests”On screen. Status cards: Total, Pending, Pushed to DNG, Paid Uninvoiced, Paid Invoiced, Failed / Bridged. There is a filter by term, a Ref (Webhook) column showing the DNG-returned reference, and an Export Excel button that exports the currently filtered list.
Note. Failed / Bridged and DNG · Cần kiểm tra deserve a daily look. That is where money has arrived but has not been recorded correctly.
Invoices
Section titled “Invoices”On screen. Filter by term (defaults to the operator’s currently selected term). Excel export has moved to the DNG Payment Requests screen and is no longer here.
Discounts & Funding
Section titled “Discounts & Funding”A subgroup inside Finance that decides how much a student actually pays. Scholarship Adjustments (the scholarship reduction for a failed unit) does not live here — it is a Progression Action, covered under Academic Operations → Grades & Performance.
Tuition Plans
Section titled “Tuition Plans”Steps
- Go to Finance → Discounts & Funding → Tuition Plans.
- Click Create Tuition Plan for a new one.
- Use the Filters panel to find existing plans.
Scholarships
Section titled “Scholarships”Steps. Go to Finance → Discounts & Funding → Scholarships and use the Filter Scholarships panel to find, create, or edit a scholarship type.
Student Scholarships
Section titled “Student Scholarships”What it is for. Assigning a specific scholarship to a student. The screen is titled Student Scholarship Assignments.
Who can open it. Anyone with permission to assign scholarships.
Steps. Go to Finance → Discounts & Funding → Student Scholarships, use the Filter Assignments panel, then assign or remove.
Note. Assign scholarships before generating charges. Assigned afterwards, existing charges do not reduce themselves and must be adjusted by hand.
Vouchers
Section titled “Vouchers”Steps. Go to Finance → Discounts & Funding → Vouchers and use the Filter Vouchers panel to manage discount codes.
Common situations
Section titled “Common situations”| Situation | Order of work |
|---|---|
| Start of term, charging a whole intake | Student Scholarships → Pricing Operations → Sinh phí & lệnh thu → Hôm nay |
| Student paid but the system has not recorded it | DNG · Cần kiểm tra → DNG Webhook Events → Settlement Worklist |
| Student overpaid | Payments (Còn dư column) → Settlement Worklist |
| Weekly clean-up | Exceptions Queue → Lifecycle Exceptions |
| Closing the term’s numbers | Exceptions (clear them) → Charge Ledger → Finance Reporting |
| Retake fees | Retake Registration → EGC · Kết quả & học lại |