Fee reconciliation

When the claim and the bank book disagree.

The student says they paid. The bank book sits in another file. Accounts reconcile the two in a spreadsheet.

The claim lives alone
A student submits amount, mode, and a reference, or proves payment in chat. Accounts cannot see that claim next to the deposit line.
The bank book is elsewhere
The statement export lands in a shared folder. Parsed rows never become the working queue for open claims.
The spreadsheet is the record
Someone matches lines by hand, updates status off-system, and the student waits on a reply that is not the claim they submitted.

The claim
The student opens Payments, picks the semester fee record, and submits amount, mode, reference, and receipt when the mode asks for it.
The queue
Accounts filters the Payments list by status, semester, batch, course, or date, then opens the claim to check amount, mode, reference, and receipt.
The statement
Accounts uploads the bank export. Parsed rows become the deposit lines waiting to match.
The match
High-confidence matches enter a ratify queue. Unclaimed deposits and unmatched claims stay for a manual link. Approve, reject, or send back with a remark.
The record
The student sees status on the same claim. The reconciled deposit is the record. The side spreadsheet is not.

What breaks on paper