Back office
Approve what you buy and keep track of what you own
Raise purchase orders, receive goods, approve supplier bills that post straight to the books, run petty cash with vouchers, and keep a fixed-asset register with monthly depreciation — plus journals, financial statements and budgets on the same ledger.
- Purchase to payment. Purchase orders move from draft to approved to received, with partial receipts. Approved supplier bills post to the ledger, and ageing shows what is overdue.
- Separation of duties. Whoever raises a purchase order, bill or petty-cash voucher cannot approve it. Duplicate supplier invoice numbers are blocked.
- Petty cash. Give a custodian a float with an optional voucher limit. Vouchers are approved or rejected, and nothing can exceed the fund balance.
- Fixed assets. A register with tags, custodians, straight-line or reducing-balance depreciation, month-end runs with a preview, disposals with gain or loss, and QR label sheets to print.
How it works
- Order and receive. Raise a purchase order, get it approved and receive the goods in full or in part.
- Bill and pay. Record the supplier bill, approve it to post to the books, then pay it in part or in full.
- Account for assets. Register what you own, run depreciation each month and dispose of assets with the gain or loss posted.
Frequently asked questions
Can we import a bank statement to reconcile?
Not yet. Banking records deposits with a pay-in slip as evidence, and reconciliation is confirmed against that evidence or a bank reference rather than matched against an uploaded statement.
Can a journal be corrected?
A journal can be reversed once, with a reason, and a reversal cannot itself be reversed. The trail stays in the ledger.
Can budgets be changed after approval?
No. An approved budget is locked, and variance reports compare actual spend against it.
More MySchoolGH modules
- Fees & Accounting — Bill, collect and reconcile every cedi in one ledger.
- Payroll & Leave & HR — Ghana payroll, staff records and leave in one office.
- Attendance & Kiosks — Registers, trends, absence requests and staff clock-in kiosks.
- Assessment & Terminal Reports — Continuous assessment and report cards from one gradebook.
- Transport — Buses, routes and transport fees in the same ledger.
- Elections — Run a secure, anonymous school ballot end to end.
- Games Zone — Subject games that turn practice into XP and streaks.
- Online Lesson — Live video classrooms scheduled right from the timetable.
- Senior High School — Placement intake, WASSCE aggregates, boarding and houses.
- Colleges & Universities — Programmes, course registration, GPA and verifiable certificates.
- Student & Teacher Portals — Assignments, online tests, results, class chat and alerts.
- Library — Cards, loans, locked copies and a full stock history.
- Admissions & Waitlist — Pipeline, offers, waitlist and placement intake.
- SMS & Communication — Broadcasts, fee reminders, announcements and an SMS wallet.
- Timetable — A day-by-period grid with auto-generate and clash checks.
- Multi-campus Groups — Run several campuses with group finance, SMS and transfers.
- Health & Sickbay — Clinic visits, labs, pharmacy and immunisation records.
- Safe Pick-up & Welfare — Gate hand-over, counselling cases, exeats, incidents and boarding.
- Kids Zone — Calm, no-pressure learning activities for early years.
- Bookstore & Canteen — Point of sale, stock control and receipts for the school shop.
- Recruitment & Appraisals — Hiring, contracts, staff appraisals, training and loans.
- Meetings & Surveys — Video meetings with guests, plus parent and staff surveys.
- Alumni & PTA Fundraising — An alumni directory, document requests and PTA dues.