School Funds Guide: Bank Accounts, School Wallet, and Purchases

This guide helps Admins and the finance team manage school-owned money in Aerish: the bank accounts that receive funds, the School Wallet for payment gateway funds, the Operating Balance as the operating cash book, and fund requests and spending under Purchase.

Before you start

• All menus are in the Finance group. By default:
  • School Bank Accounts and Operating Balance: Admin and Bendahara (treasurer).
  • School Wallet and Purchase: Admin, Bendahara, and Staf Bendahara (treasury staff). Only Admin and Bendahara can review Purchase submissions.
• Admins can change each role's permissions under Access Control.
• School Wallet, Operating Balance, and Purchase only appear if those modules are included in your school's subscription.

Three places for school money

Menu	What it holds
School Bank Accounts	The school's real bank accounts. Shown to students for manual transfers and used as the destination for School Wallet withdrawals.
School Wallet	Settled online payments made through the payment gateway (bill payments and online top-ups). The money belongs to the school and is withdrawn to a school bank account.
Operating Balance	The operating cash book: income from paid bills minus spending. Student balances, savings, and POS/canteen sales are not included.

Step 1: Add a school bank account

1. Go to Finance → School Bank Accounts (/admin/rekening-sekolah) and click Add New.
2. Under Select Bank, choose your bank. If it is not listed, fill in Custom Bank Name.
3. Enter the Account Number and Account Holder Name, then click Save.

To change an account, open it from the table and click Update when you finish editing.

Step 2: Withdraw from the School Wallet

1. Go to Finance → Wallet → School Wallet (/admin/school-wallet) and check the active balance.
2. In Request Withdraw, enter an amount or click Withdraw All. The minimum withdrawal is Rp 100,000.
3. Choose the Destination Account from your school bank accounts.
4. Click Withdraw Balance, check the bank name, number, owner, and total, then click Yes, Confirm.

Once submitted, the amount is held from the active balance until the platform operator processes or rejects the request. Track its status (Pending, Processed, or Rejected) in Payout History. The detail page shows the Requested Amount, Transfer Fee, Total Received, any rejection reason, and the transfer proof if available.

The Ringkasan mutasi dompet sekolah (wallet mutation summary) panel sums up Dana masuk (money in), Dana keluar (money out), Selisih (net), and Pembayaran online & top up (online payments and top-ups) from the latest 100 entries. The Mutation Data table records every movement as Credit or Debit, for example with the source Bill Payment or Fund Withdrawal.

Step 3: Monitor the Operating Balance

This page shows its labels in Indonesian.

1. Go to Finance → Wallet → Operating Balance (/admin/operating-balance).
2. Read the summary cards: Saldo aktif (active balance), Pendapatan tagihan (bill income), Pengeluaran (spending), and Penggajian (payroll). The Ringkasan keuangan (finance summary) panel also gives an overview of bills, invoices, the operating balance, the School Wallet, and online payments, such as paid bills, unpaid bills, unpaid invoices, and total arrears this month.
3. Use the Mutasi Saldo Utama table to trace each entry. Sources are Tagihan lunas (paid bills), Pengeluaran, or Penggajian, and you can filter by Kredit (credit) or Debit.

If older paid bills are missing from the ledger, use Rekonsiliasi historis (historical reconciliation). Click Dry Run first to see the result, then Apply to create the missing entries.

Step 4: Manage fund requests and spending (Purchase)

Go to Finance → Purchase (/admin/purchase). The page has three tabs: Pengajuan pembelian (purchase submissions), Reimbursement, and Pembelian langsung (direct purchases). Most labels on this page appear in Indonesian.

Create a submission

1. In the Pengajuan pembelian or Reimbursement tab, click Buat pengajuan or Buat reimbursement.
2. Fill in Nomor dokumen / referensi (reference), Tipe (Permintaan dana for a fund request, or Reimbursement), Departemen (opsional), Nominal dana (amount), Tanggal pengajuan (date), Alasan kebutuhan dana (reason), and Rincian item / spesifikasi (item details).
3. Attach the Bukti pembelian (proof: image or PDF, up to 10 MB) and click Simpan submission. It starts as Menunggu review (waiting for review).

Review a submission

1. Click Review on a waiting submission.
2. Choose a Keputusan (decision): Setujui (approve) or Tolak (reject). A rejection needs an Alasan penolakan (reason).
3. Click Simpan review. Disetujui (approved) submissions are recorded as spending in the Operating Balance; Ditolak (rejected) ones release no funds.

Record a direct purchase

1. In the Pembelian langsung tab, click Catat belanja (record purchase).
2. Fill in Nomor dokumen, Kategori (Listrik/electricity, Air/water, Telepon / Internet, Perlengkapan kantor/office supplies, or Lainnya/other), Nominal, Tanggal belanja (date), Deskripsi, and Bukti pembelian.
3. Set the Status: Draft to save for later, or Tercatat (recorded) to book it as spending. A recorded purchase cannot go back to Draft.

Use Periode laporan (report period) and the status, type, or category filters to build a report, then download it with Export CSV or Export XLSX.

Troubleshooting

• The School Wallet withdrawal button is disabled: the amount is below Rp 100,000, above the balance, or no destination account exists. Add one under School Bank Accounts.
• The Review button is missing: your role is not a reviewer (Admin or Bendahara), or the submission was already reviewed.
• "Data departemen belum tersedia" (no departments yet): the department field is optional, but the list only fills once departments exist in the HR menu.

Next steps

• Student Billing and SPP Payments Guide
• Payroll Guide
• Student Wallet, Cards, and Savings Guide