Student Wallet, Cards, and Savings Guide in Aerish

This guide shows how to manage student balances in Aerish: registering cards, handling top-ups and cash withdrawals, tracking balance history, limiting daily spending, and running term savings. It is written for Admin, Bendahara (treasurer), and Staf Bendahara (treasury staff) users.

Before you start

• The menus live under Finance → Wallet. By default:
  • Top-Ups & Withdrawals, Balances, Student Balance Mutations, Payment Devices, Payment recovery, and Cash desk: Admin, Bendahara, and Staf Bendahara.
  • Term Savings and Transaction Limits: Admin and Bendahara.
  • System → Master Data (Cards, Devices, Device Owners): Admin.
• Admins can change each role's permissions under Access Control.
• The balance, term savings, and card payment menus only appear if those modules are included in your school's subscription.

Step 1: Register cards and devices

An RFID card links a student to their balance. A device is a card-reading machine, for example at the canteen.

1. Go to System → Master Data → Cards (/admin/master-card) and click Add New.
2. Fill in Select User, Card ID, and Serial Number. Turn on Use PIN if the card needs a PIN, then set the PIN and Status.
3. For machines, open Devices (/admin/master-device), click Add New, and fill in Device ID, Device Name, Device Type, Location, Machine Model, MAC Address, Description, Default Price, PIN, WhatsApp Notification, and Status.
4. Machines that show an activation code on screen are registered with Aktivasi mesin (machine activation, /admin/master-device/pair). Paste the code or link into Kode atau tautan aktivasi, click Periksa mesin (check machine), make sure the code on the admin screen matches the one on the machine, enter the Nama mesin (machine name) and Lokasi (opsional), then click Aktifkan mesin (activate). The school is taken from the signed-in admin account. These screens show their labels in Indonesian.
5. Under Device Owners (/admin/device-owner), link a Device ID to a Merchant Name and Address.

Step 2: Top-ups and cash withdrawals

1. Go to Finance → Wallet → Top-Ups & Withdrawals (/admin/topup-withdraw) and click Top Up or Withdraw.
2. Under Transaction Target, choose By User for one user or By Class for many students at once.
3. For By User, enter the Serial Number Card under Search User and click Search, or pick the student's full name. The user details and current balance appear. For By Class, pick the class and untick any students who should not be included.
4. Choose the Transaction Type: Manual Top Up or Cash Withdrawal.
5. Pick or type an amount, enter your own account Password, and add a Description (Optional) if needed.
6. Click Confirm Top Up or Confirm Withdrawal, check the summary, and click Yes, Confirm.

History is in the Top Up History and Withdraw History tabs. Open View Details to print a receipt with Print Invoice.

Confirm student top-up requests

Top-ups that students request by manual transfer appear in the Request Top Up tab.

1. Click View Details on a pending request.
2. Check the amount and the transfer proof.
3. Click Confirm to add the balance, or Reject if the proof does not match.

Step 3: Track balances and history

• Balances (/admin/balance) shows each user's remaining balance. You can export this table to Excel.
• Student Balance Mutations (/admin/savings-data) shows the history of deposits, withdrawals, and card transactions.
• Payment Devices (/admin/device-payments) shows statistics, charts, and a list of card transactions per device.
• Payment recovery (/admin/device-payments/direct) lists machine payments that are Perlu ditinjau (need review) plus the Riwayat pembayaran (payment history). Open one, check its status, amount, merchant, and machine, then choose Batalkan pembayaran (cancel payment) or Sinkronkan penyelesaian (sync completion). Both actions ask for a reason and your account password. You can also get a copy of the payment receipt. This screen shows its labels in Indonesian.

Cash desk

The Cash desk (/admin/cash-savings) is used to handle cash deposits to and withdrawals from student balances through a payment machine. This screen shows its labels in Indonesian.

1. Under Buka kas (open the desk), choose a Mesin FULL (FULL machine), enter the Modal tunai (Rp) (opening cash), and click Buka kas. Count this cash separately from the POS till.
2. Under Layani siswa (serve a student), choose Setoran (deposit) or Penarikan (withdrawal), enter the Jumlah (Rp) (amount), and click Mulai transaksi (start transaction). The student taps their card on the machine; for withdrawals, they also enter their PIN on the machine. Take or hand over the cash when the screen asks you to.
3. At the end of your shift, enter the Tunai dihitung saat tutup (Rp) (cash counted at close) and click Tutup kas (close the desk).

Supervisors with the cash reconciliation permission can open other officers' desks to review them.

Step 4: Set transaction limits

1. Go to Finance → Finance Settings → Transaction Limits (/admin/transaction-limit) and click Add New.
2. Under Apply To, choose Per student or Per class. Pick a class in Select Class; for Per student, also pick the student in Select Students Name. A Per class limit applies to every student in that class.
3. Enter the Transaction Limit and choose the Transaction Limit Period: Per day, Per week, Per 2 weeks, or Per month. The value must be greater than 0. Save.

Step 5: Run term savings

Term savings are separate from the card balance and can only be withdrawn in cash once they mature. This screen shows its labels in Indonesian.

1. Go to Finance → Wallet → Term Savings (/admin/term-savings).
2. Click Paket Periode (period package) to create a package: enter Nama paket (name), Satuan periode (Hari/day, Minggu/week, or Bulan/month), Nilai periode (length), and Status.
3. Click Buka Rekening & Setor Awal (open account and first deposit). Narrow the list with Role pemilik (owner role: Siswa/student, Staf/staff, or all active users) and Filter kelas (class filter), choose the Pemilik rekening (owner) and Paket periode, then enter the Setoran awal (first deposit).
4. For later deposits, use the Setor/topup tunai action in the Rekening (accounts) tab. For withdrawals, use Tarik tunai. Both ask for the Password admin.
5. Student top-up requests appear in the Permintaan top up (top-up requests) tab. Choose Setujui topup (approve) or Tolak topup (reject); a rejection reason is required.

The Siap ditarik (ready to withdraw) summary card shows how many accounts have matured. Click the Siap Tarik button in the Rekening tab to show only those accounts. Deposit and withdrawal history is in the Mutasi (mutations) tab.

The student side

• In the student portal, Finance → Balances (/user/balance) shows the current balance, the Balance Flow Chart, and the Mutation History.
• Top Up Balance opens the top-up page. Students pick a quick amount (Rp 50,000 to Rp 1,000,000) or type one, with a minimum of Rp 50,000, then choose Transfer Manual with an uploaded proof, or the payment gateway with a virtual account (VA) number. For the payment gateway, the Payment breakdown shows the amount credited to the balance, the gateway fee, the platform fee, and the total payment.
• The same features, including term savings, are available in the Aerish app.

Troubleshooting

• "Card not found or inactive": check the serial number and make sure the card is active under Cards.
• "Transaction amount is required." or "Password is required": fill in the amount and your account password.
• "Rekening belum siap tarik tunai" (account not ready for withdrawal): the term savings account has not matured, has no balance, or is closed.
• "Catatan penolakan wajib diisi" (rejection note required): write a reason before rejecting a term savings top-up.

Next steps

• Student Billing and SPP Payments Guide
• Canteen and Cooperative POS Guide
• Student and Guardian Portal Guide