HisGrace Gestio HAC is the desktop school bill, account, and inventory management system. This guide covers the full workflow — register sessions, classes and students, set up income and expenditure accounts with budgeting, bill students and receive payments, run payroll, record expenses, generate financial reports, manage inventory with purchase orders, and sell or gift items back to students.
On this page
Phase 1: Initial Setup (Sessions, Classes & Students)
Launch & log in
Open the HisGrace Gestio HAC application and log in using the default admin credentials.
Create an academic session
On first login you're prompted to register a session. Click Add New Academic Session and fill in the details (e.g. 2023/2024).
Add your classes
Navigate to the Classes section and create the class categories you need (e.g. JSS 1, SSS 2).
Register students (manually or in bulk)
Manually: open the Student section and click Add Student to fill in each student's details.
Bulk import from Excel: click Export to download the template, fill in the student list, save the file, then click Import to load the list into the software.
Phase 2: Setting Up Accounts & Budgeting
Income accounts
Navigate to the Accounts section. Add the accounts that generate income for the school (e.g. School Fees, Uniforms, Books) and set Account Type to Income.
Expenditure accounts
Add the accounts where school expenses are tracked (e.g. Rent, Maintenance, Entertainment) and set Account Type to Expenditure.
Salary is included as an expenditure account by default — no need to create it manually.
Budgeting & appropriations
Open the Budgeting module, select an expenditure account (e.g. Maintenance), set the Percentage of Total Income to allocate to it, and define a Minimum Balance to maintain. As you appropriate funds, the system visually shows the percentage of total income appropriated versus unappropriated.
Phase 3: Managing Student Bills & Payments
Add bills (single or bulk)
Click a student to open their options and select Account Profile. Click Add Bill to add a specific fee and amount to that student.
To add a bill in bulk — assigning a standard fee like Tuition to every student in a class at once — click the Add Bill (Below) button.
Receive payments
From the student's Account Profile, right-click the pending bill and select Preview. Fill in the Payer's Name, Payment Mode, Amount to Pay, and any discounts or notes, then click Pay — the system generates a printable customised receipt.
Debt indicators — the blinking panel next to each student tells you at a glance:
- Red — fully owing.
- Blue — partial payment made, balance still owed.
- Green — debt-free.
Track defaulters
Go to the Defaulters tab to view students owing money. Use the sub-tabs to filter by All Defaulters, Overdue Defaulters (based on a specified number of days), or students who made Partial Payments.
Phase 4: Staff Management & Payroll
Add staff profiles
Open the Staff module, click Add Staff, and fill in each staff member's personal and employment details.
Pay salaries & print payslips
In the payroll section, select the staff member, confirm their salary amount (apply deductions if necessary), and click Pay. Click View Slip to generate and print the payslip.
Use the Dashboard or Staff Account tabs to see historical salary statistics for each month.
Phase 5: Expenditure & Cash Flow
Record an expense
From the dashboard, select Expenditure Account Transactions. Choose the specific account (e.g. Rent or Entertainment), fill in the payer/payee details, item details, and the amount spent, then click Disburse.
Generate financial reports
Open the Reports module and click Cash Flow. Select a date range or term, then click Generate to see total cash inflow versus outflow.
From the same module you can also generate:
- Class Group Statements — expected versus paid fees per class.
- Individual Student Accounts — full account history for one student.
- Expenses Account Statements — every transaction for a given expenditure account.
Phase 6: Inventory & Purchase Orders
Add categories & items
Open Inventory > Item Category and add categories (e.g. Stationery, Uniforms). Click Manage Item to add specific items under each category.
Create a purchase order
Go to Inventory > Purchase Order. Add the vendor/supplier details, then create the order — select the vendor, add the items, quantities, expected purchase rate, and delivery date. Send the order to your supplier.
Receive items from suppliers
Open Receive Items, select the pending Purchase Order ID, and input the quantity actually received and the selling rate. The system calculates the expected profit automatically. Click Save Changes.
If the received quantity is less than ordered, the PO stays Open. If everything ordered is received, it changes to Closed.
Direct stock entry (no PO)
Use Add New Stock Item to input purchased inventory, quantity, and rates directly without raising a formal purchase order.
Phase 7: Selling Inventory to Students
Bill a student for an item
Open the student's Account Profile, click New Bill, and go to the Add Inventory tab. Select the physical item (e.g. Books) — the system checks available quantities and automatically pulls the predetermined price.
Issue the item
When processing the payment for an inventory bill, specify the quantity the student is physically collecting at that moment. The receipt updates to reflect both the financial transaction and the inventory issued.
Gift an item
Use the Gift Item tab to issue inventory to a student free of charge — useful for rewards or leniency cases.
Inventory reports
From the Reports module you can view Profit and Loss Account statements for inventory, or check individual item transaction logs (when bought versus when sold).