Student Billing and SPP Payments Guide in Aerish

This guide walks through billing in Aerish from start to paid: setting up bill types, issuing bills to students, bundling them into invoices, and recording payments. It is written for Admin, Bendahara (treasurer), and Staf Bendahara (treasury staff) users.

Before you start

• Your classes and students are already set up. Bills are issued per class, so students must already be placed in their class.
• The Finance → Billing menu is available to Admin, Bendahara, and Staf Bendahara. By default, Staf Bendahara can only view Bill Types; adding, editing, and deleting them is done by Admin or Bendahara. The Partner role can only view Bill Payments. Admins can change each role's permissions under Access Control.
• The billing menus only appear if bill payments are included in your school's subscription.
• To accept manual transfers, add your School Bank Accounts first. These are the accounts students see when they pay.

Step 1: Set up bill types

A bill type is a reusable template, such as "Monthly SPP" or "Uniform".

1. Go to Finance → Billing → Bill Types (/admin/master-bills) and click Add New.
2. Enter the Billing Name, choose a Type and Billing Period, and fill in the Description. All fields are required.
3. Save, then click Yes, Save in the confirmation dialog.

• Type: SPP, Uang Pangkal (enrollment fee), Seragam (uniform), Buku (books), Kegiatan (activities), Ujian (exams), Daftar Ulang (re-registration), or Lainnya (other). These options appear in Indonesian.
• Billing Period: Sekali (one-time), Mingguan (weekly), Bulanan (monthly), Semester, or Tahunan (yearly). The period is used to suggest a due date and to unlock recurring bills.

Step 2: Issue bills to students

1. Go to Finance → Billing → Bills (/admin/bills) and click Create Bill.
2. Choose a class under Select Class, then a bill type under Select Bill.
3. Fill in Nominal tagihan (bill amount) and Deadline (due date). These two labels appear in Indonesian.
4. Search for a student and click Add. Use Select All to bill every student in the class.
5. Click Save, review the Confirm Bills? dialog, and click Yes, Confirm.

The confirmation dialog warns that the invoice cannot be deleted. Check the class, amount, due date, and student list before you click Yes, Confirm.

Recurring bills

For weekly, monthly, semester, or yearly bill types, you can turn on Generate beberapa periode (generate multiple periods). Under Jadwal periodik (periodic schedule), set the due day or date and the start and end of the range. A preview shows the number of periods, number of bills, and total amount before you save. Each save is limited to 60 periods and 2,000 bills.

Step 3: Create an invoice

An invoice bundles one or more unpaid bills for a student into a single payment. Students can also create invoices from their portal.

1. Go to Finance → Billing → Invoices (/admin/invoices) and click Create Invoice.
2. Under Invoice Details, pick a class in Select Class, then a student in Student Name.
3. In the Billing List, tick the bills to include. At least one bill is required.
4. Review the preview and click Pay Invoice to save the invoice and open the payment page.

Step 4: Record an invoice payment

In the Invoices list, expand an invoice row and click Payment Confirmation. The Pay Invoice page shows a summary and the payment methods.

Cash

1. Open the Cash tab and enter the Payment Amount you received.
2. Enter the Password of your own account (the admin who is signed in).
3. Click Confirm Payment. The dialog shows Amount Received and Change; click Yes, Confirm.

Balance

1. Open the Balance tab. It shows the student's Total Balance and the balance after payment.
2. Enter your account password and confirm. If the balance is too low, the page shows the Shortage; ask the student to top up first or use another method.

Bank transfer

When a student pays by manual transfer and uploads proof, the invoice shows Waiting Confirmation. Open the invoice, compare the Transfer Receipt with your school bank statement, then:

• click Confirm Payment if it matches, and the invoice becomes Paid; or
• click Reject Payment and write a reason. The reason is required so the student knows what to fix.

Payment gateway

If the payment gateway is active for your school, students pay with a payment number or virtual account (VA) and the status is verified automatically. Gateway funds do not go straight to the school bank account. After a valid settlement, they are recorded in the School Wallet.

Invoice statuses

Status	Meaning
Waiting Payment	The invoice exists but has not been paid.
Waiting Confirmation	Transfer proof was sent and is waiting for review.
Paid	The payment has been received.
Rejected	The proof was rejected; the student must re-upload or choose another method.
Expired	The payment deadline has passed.
Cancelled	The invoice was cancelled with Cancel Invoice.

Track, print, and export

• Bill Payments (/admin/bill-payments) lists every payment with invoice number, student name, date, method, amount, and status.
• For a paid invoice, click Print Invoice. Your browser's print dialog opens; choose a printer or save as PDF.
• To customize the printout, click Atur format invoice (invoice format) above the Invoices table. You can change the Judul dokumen (document title), Warna aksen (accent color), Nama penanda tangan and Jabatan penanda tangan (signatory name and title), Teks cap lunas (paid stamp text), and Catatan footer (footer note), upload a logo, signature, and institution stamp, and choose which elements to show. The format applies to every invoice in your school. The button appears for roles that can edit student bills, and the dialog shows its labels in Indonesian.
• Unpaid invoices can be cancelled with Cancel Invoice.
• The Bills and Invoices tables have an Export button with Export this page or Export all data to an Excel file.

The student side

Parents and guardians use the student's account.

1. Open Finance → Billing in the student portal (/user/billing) or in the Aerish app.
2. Tick the bills, click Pay n Bills (n is the number selected), and confirm Create Payment Invoice?.
3. On the invoice page, choose Pay with balance (uses a 4–6 digit Transaction PIN), Manual transfer (copy the account and amount, then upload the transfer proof), or Payment gateway if available.

Troubleshooting

• "Data prasyarat belum lengkap" (prerequisite data incomplete) on Create Bill: the class, bill type, amount, due date, or students are missing. Fill them in and save again.
• "Maksimal 60 periode per submit" or "Maksimal 2000 tagihan per submit": shorten the date range or split the students into several batches.
• "Select at least one unpaid bill before creating an invoice.": the student has no unpaid bills. Create the bill first.
• "Password yang Anda masukkan salah." (wrong password): cash and balance payments use the password of the signed-in account, not the student's password.

Next steps

• Student Wallet, Cards, and Savings Guide
• School Funds Guide: Bank Accounts, School Wallet, and Purchases
• Student and Guardian Portal Guide