The Bills & Online Payments module inside HisGrace Gestio RPS Web takes you from setting up fee categories and class fee structures, through discounts and waivers, generating bulk bills, recording manual payments, and finally enabling Dedicated Virtual Accounts (DVAs) — unique bank account numbers per student so parents can transfer fees directly and have them reconcile automatically.
This guide assumes your school, classes, and students are already set up in Gestio RPS Web. If not, start with Complete Guide: Online School Results.
On this page
Phase 1: Fee Setup & Configuration
Activate the academic term
On the dashboard or settings page, open the academic term dropdown and select the term you want to work with. Click Activate, click Yes, set it on the confirmation prompt, then scroll down and click Save to lock in the change.
Define fee categories
On the left menu, expand Fee Setup and click Categories. Click Add Category, type a broad category name (e.g. Tuition, Uniform, Development), and click Add Category to save. Repeat for every category you need.
Add specific fee items
Still under Fee Setup, click Items, then Add Fee Item. In the modal pick a Category, type the exact Item Name (e.g. Third-Term School Fee), enter the Amount, and click Add Fee Item.
For optional fees (e.g. Socks), simply untick the Compulsory box when adding the item — it'll still be billable but not auto-included for everyone.
Phase 2: Class Fee Structure & Discounts
Build the class fee structure
Open Structure under Fee Setup. Pick the target class (e.g. JSS1) from the dropdown, then build the master bill by selecting the fee items you created in Phase 1 from the dropdown and clicking Add to Structure. Tweak individual amounts directly on the structure page if needed, then click Save Fee Structure.
Set up discounts & waivers
Open Discounts and Waivers under Fee Setup and click the add button. Create either a percentage-based discount (e.g. Scholarship — 15%) or a fixed-amount waiver (e.g. Staff Ward — 10,000), fill in the details, and save.
Phase 3: Generating & Managing Bills
Generate bills in bulk
Expand the Billing menu and click Generate Bills. Pick the target class (e.g. JSS1), click Preview to see all affected students and their totals, then click Generate Bills (Skip Existing).
Skip Existing means it's safe to re-run — any student who already has a generated bill for this term is left untouched, so you won't create duplicates.
Apply a discount to a specific student
Open Student Bills under the Billing menu. Pick the class and click the eye icon next to a specific student to open their detailed bill. Click the discount icon next to the fee item you want to reduce, pick the discount type you created in Phase 2, and click Apply — the system instantly recalculates the student's total balance.
Phase 4: Recording Manual Payments
Open Record Payment
Open Record Payment under the Billing menu and search for the student.
Capture the payment
Enter the amount, pick the payment method from the dropdown (e.g. Cash, Bank Transfer), and click Confirm Payment. The system automatically allocates the funds, generates a digital receipt, and updates the student's outstanding balance.
Phase 5: Enabling Online Payments & Dedicated Virtual Accounts
What's a DVA? A Dedicated Virtual Account is a unique bank account number assigned to one student. When a parent transfers fees to that number, the payment is matched and reconciled automatically — no manual verification needed.
Activate the DVA feature
Open Online Payments and select DVA Settings. Tick Enable Dedicated Virtual Accounts, choose your preferred bank provider from the dropdown, and click Save DVA Settings.
Generate a student's virtual account
Open Student Accounts under Online Payments. Filter by class (e.g. JSS1), find the student, click Create, and confirm with Yes, Create. The system generates a bank account number tied exclusively to that student — click the copy icon to share it with the parent.
Let the system process payments automatically
When a parent transfers money to that DVA number, the system catches the payment in real time. Open the student's bill under Student Bills — the DVA transfer is already reflected and a digital receipt has been logged automatically.
Phase 6: Reviewing Financial Histories
Verify an individual receipt
From the student's bill page, scroll to their payment history and click the Print icon to verify a DVA transaction receipt looks correct.
Review all online transactions
Open Online Payments > Online Transactions for a master log of every successful payment processed through the system.
Check settlement history
Open Online Payments > Settlement History — this aggregates the day's transactions and shows the total consolidated amount settled (paid out) into your school's primary bank account, so you can reconcile online payments end to end.