Settlements are the institution-level financial period used to allocate money collected through the student portal. The same settlement context is available to authorized institution users and Superadmin, with the visible institution scope determined by the signed-in role.
The settlement table and detail view distinguish money collected from money allocated to OCR and the institution. Unpaid student invoices do not contribute to paid totals or shares.
Before you begin
- Confirm the portal billing split and the institution currency before reconciling a period.
- Use the detail view and transaction ledger together when investigating a wallet difference.
Reconcile the current settlement period and its paid invoice details
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Open Settlements
Institution Admin or Finance opens Administration > Settlements. Superadmin opens the administrative Settlements page and selects an institution when reviewing a tenant.
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Read the summary cards
Review Billing Period, Gross Collected, OCR Share, Institution Share, Pending, and Status. The institution page uses the same table structure and values as the Superadmin settlement view.
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Verify the share calculation
For each paid portal invoice, apply the OCR and institution allocation rules from that institution’s approved agreement and saved policy snapshot. OCR share is not universal and may vary between institutions. Unpaid invoices remain pending and contribute PKR 0.00 to paid shares.
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Open period details
Select View details to inspect each student invoice, amount, paid amount, OCR share, institution share, and payment status.
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Calculate or finalize the settlement
Use the existing settlement workflow to calculate the current period and finalize it when the institution is ready. Finalized periods remain available for audit and reporting.
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Review storage debits
A storage purchase paid from Settlement is posted immediately as a debit, even while the period is In progress. It may temporarily reduce the wallet below zero and is offset by later student collections rather than being omitted from the ledger.
A gross invoice amount is not automatically a collected amount. The paid status controls when OCR and institution shares become payable.
Settlement lifecycle
- In progress: the period is open; new student payments and eligible immediate debits can still be reflected.
- Finalized: the period has been closed for normal processing and its allocations are retained as historical records.
- Pending: an invoice or amount has not yet been paid or allocated; it is not included in paid share totals.
Wallet and share reconciliation
The settlement wallet is a running institution balance, not just the total shown in one paid invoice. It includes credits from paid student portal transactions and debits such as storage purchases or renewals. A negative balance is valid when an authorized immediate debit is greater than currently collected funds.
When checking a wallet total, compare the full transaction ledger for the institution and period. Do not add unpaid invoice amounts to collected funds and do not treat an unassigned settlement label as a second transaction.
Access and audit rules
- Institution Admin and Finance users can see only their institution or assigned financial scope. Superadmin can filter across institutions.
- All calculations and authorization checks run server-side. Directly changing an institution ID, amount, or status in the browser cannot expose another institution or rewrite a settlement.
- The reports retain the payer, invoice, transaction source, amount, currency, settlement status, and timestamps needed to investigate discrepancies.
Recommended next step
For a complete debit and credit audit, open Settlement Transaction Details for the same institution and date range.