Falaah Falaah AI

Reconciling Tuition Deposits

Match bank deposits for tuition and other customer invoices to the open invoice they pay, from the All Transactions register.

When a family pays tuition by bank transfer, the deposit lands in your bank with no invoice attached. Muin compares each incoming deposit with your open customer invoices and suggests the invoice it pays.

Where to find it

Finance → Reconciliation → All Transactions, then set the Surface filter to Tuition. The register is the one list of bank rows, so these rows also appear there with no filter.

You need permission to view ledger reconciliation to see these rows, and permission to change it to match them. Marking a row N/A needs permission to manage ledger reconciliation. The Finance Officer role has all three.

How Muin finds the match

Muin looks only at money coming in. It compares the deposit with the amount still due on each open invoice, looks for the customer’s name or the invoice number in the bank description, and checks how close the deposit is to the due date (within 30 days). A match at or above the tuition auto-confirm level (0.95 by default) is confirmed without review.

You can change the auto-confirm level in Finance → Reconciliation → Settings under Auto-confirm thresholds (0.50 to 1.00). A higher number means fewer automatic matches and more rows for you to review.

Matching a row

  1. Open Finance, then Reconciliation, then All Transactions.
  2. In the filters, set Surface to Tuition. Only tuition deposits show.
  3. Click a row. The drawer shows the bank row, Muin’s suggestion and the candidate records.
  4. If the suggestion is right, press its button. If not, press Different action → and choose from More options.
  5. If the row is not a tuition payment at all, choose Mark as N/A in More options. Only people who can manage ledger reconciliation see this action.

What each status means

Status in All Transactions What it means
Needs review Muin has not confirmed a match. Open the row and pick a record or another action.
Matched (or the record type, such as Payroll or Grant) The bank row is linked to its record.
Marked not applicable Someone marked the row N/A. It is left out of reports. Open the row to see why, or undo it.

Common problems

  • A partial payment. A family paid part of the invoice, so the amount does not equal the amount due. Match it by hand from the drawer.
  • The invoice is already paid. An invoice with nothing left due is not a candidate. Check whether the payment was recorded twice.
  • Paid long before or after the due date. Payments more than 30 days from the due date need a manual match.
  • No rows at all. The empty view reads “Tuition deposits matched against your customer invoices. Add an invoice to start a fresh trail.” Press Open invoices to add one.