Enrollment, sales and finance
How do you check cash accounts and daily collections in Course?
Course cash accounts show the balance and movement history of recorded money in and out. An account detail shows its balance, today's inflows and outflows, and each movement's date, type, amount, balance after the transaction, note, and user.
For a daily check, do not treat every inflow as an education payment. A transfer from another account, an opening balance, or a manual entry may also change the balance, but each represents a different event.
On this page
Read cash account movements by type
Moving the same money from one cash account to another is not a new education sale. When checking accounts together, examine both sides of a transfer.
| Movement type | What it means for the balance and records |
|---|---|
| Collection | An incoming payment recorded against an installment. |
| Expense | An outflow from paying an expense. |
| Cancellation refund | A refund outflow from an approved cancellation. |
| Cancellation charge | An inflow recorded under the collection terms of a cancellation. |
| Transfer | An outflow from one cash account and an inflow to another. |
| Manual entry or withdrawal | A separate money movement recorded with a note. |
| Opening or carried-forward balance | The account's starting or carried-forward balance. |
Check cash account movements each day
Open the right account.
Select the relevant account from the cash accounts list. Check its name, type, and institution; the payment method and the account receiving the money are different fields.
Review daily inflows and outflows.
Compare the summary figures with movement dates and types. If the movement list has several pages, do not assume the first page contains every transaction.
Verify collections at their source.
Open the relevant installment's collection history in the student's or sale's payment view. Match its date, amount, and cash account to the corresponding movement.
Compare with the actual account.
Compare movements recorded in Course with your institution's cash count or bank records. If there is a difference, trace the transaction behind it; an unexplained manual entry does not resolve the discrepancy.
How do partial collections appear in a cash account?
Each partial payment recorded against an installment creates its own cash account movement. The amount received is posted even while part of the installment remains unpaid. A daily check based only on fully paid installments can therefore miss partial collections.
The installment's cumulative paid amount and the amount of a single cash movement are different figures. Do not count the full installment amount again for every partial payment. Read each payment's date and account in the collection history.
When should you distinguish transfers from manual entries?
A transfer records the paired movements between two cash accounts. A manual entry or withdrawal adds a separate movement to the selected account. These actions require the relevant permission; the movement record shows its note and the user who made it.
Because collecting an installment already posts an inflow, adding a manual entry for the same payment can record the money twice. The account balance shown in Course is the result of recorded transactions. By itself, it is neither a bank-confirmed current balance nor an automatic bank reconciliation.
Frequently asked questions
Does a partially paid installment appear in the cash account?
Yes. Every recorded partial collection creates its own cash account movement; the installment need not be fully settled first.
Does a transfer count as new income?
No. A transfer moves existing money between accounts and should not be classified as an education collection.
Should I also make a manual entry after collecting a payment?
Not for the same amount. Collection already posts a movement to the selected cash account; an additional manual entry could record the money twice.
Assess how Course fits your institution's workflow
Explore the features described on this page in your account, or discuss your institution's needs with our team.