How to create a school transaction

A school transaction is a manual entry you record directly on a school account in KiddyCash. You might need this when a parent pays school fees in cash at the bursar’s office, when you’re correcting a ledger entry, or when a payment arrives outside the normal automated flow — for example, an M-Pesa transfer sent directly to the school rather than through the KiddyCash payment link.

This guide walks you through creating one from scratch on the KiddyCash Schools portal.

Before you start

Make sure you have:

  • School Administrator access on the KiddyCash Schools portal. If you are not sure of your role, check with your school’s KiddyCash account owner.
  • The school account ID you want to post the transaction against. Every school on KiddyCash has at least one account — some schools in Nairobi, for instance, manage separate accounts for tuition, meals, and transport.
  • The transaction amount in KES (or your school’s configured currency) and a clear reason for the entry.

Note: School transactions are different from family-side entries. If you need to record a payment from a parent’s KiddyCash wallet instead, see how to create a family transaction.

Steps

  1. Sign in to the KiddyCash Schools portal at schools.kiddy.cash using your administrator credentials.

  2. Navigate to the correct school account. From your dashboard, select your school, then open the Accounts section from the left-hand menu. Click the account you want to post against.

  3. Open the transaction creation page. Once you are inside the account, click the New Transaction button in the top-right corner. You can also go there directly by visiting: https://schools.kiddy.cash/school/:school_id/account/:school_account_id/transaction/create Replace :school_id and :school_account_id with the actual IDs shown in your browser’s address bar when you are on the account page.

  4. Choose a transaction type. Select either Credit (money coming into the account — e.g., a fee payment) or Debit (money going out — e.g., a supplier refund or correction).

  5. Enter the amount. Type the figure in the amount field. Double-check the value, especially for large school fee payments where a misplaced digit can cause reconciliation headaches later.

  6. Add a reference or description. Use something traceable — a parent’s name, an M-Pesa confirmation code, or an invoice number. This description appears on the account statement and helps during audits.

  7. Set the transaction date. KiddyCash defaults to today’s date. If you are back-dating an entry (for example, recording a cash payment that came in on Monday but is being entered on Wednesday), update this field to the correct date.

  8. Review and confirm. A summary screen will show the transaction details before it is posted. Read it carefully. Once you click Confirm, the entry is written to the account ledger.

  9. Save or share the receipt. After confirmation, KiddyCash generates a transaction receipt. Download or share it with the relevant parent or staff member for their records.

What happens next

The transaction appears immediately on the school account statement. If the entry is linked to a student’s family account, the parent may see a notification on their KiddyCash family app. If you notice the transaction is showing an unexpected status, refer to how to review a pending family transaction for guidance on resolving holds.

KiddyCash is built on the idea that healthy financial habits start young. If your school runs financial literacy programmes alongside its fee management, you might find it useful to read how chores connect to financial literacy for kids and why chores still matter in modern family life — both offer context that pairs well with what KiddyCash makes possible for families and schools together.