The review steps when a fee is recorded against the wrong student: match the receipt identity → approved correction → notes on both sides → an audit trail. Deleting or silently re-entering — do neither; the wrong entry staying on record while flagged as corrected is the accountable path.
What to verify: receipt identity, approved correction and audit
The review steps:
| # | Step | Verification question |
|---|---|---|
| 1 | Find the receipt | which name was the entry made against? |
| 2 | True identity | which student was the money actually for (receipt copy/SMS)? |
| 3 | Approval | who approves the correction (accountant/muhtamim)? |
| 4 | Correction | void-note on the wrong entry + a new entry on the right student |
| 5 | Notes both sides | the wrong student’s file also gets “mistakenly paid, voided” |
| 6 | Audit trail | correction history: who, when, why |
The core principle: never delete the wrong record — void it. Deletion leaves a gap in the receipt series; a gap leaves no answer to “why is receipt 1043 missing”.
A usable sample: synthetic incident review form
Fictional incident: receipt #1042 entered against “DEMO-012” — 500 via bKash — actually for student DEMO-021.
- Receipt number: 1042 — entry date, entered by.
- Incident: two students shared a name — the wrong profile was selected.
- Correction: receipt #1042 voided with note; new entry on DEMO-021 (same TrxID reference).
- Cross notes on both files: “receipt #1042 transferred to DEMO-021”.
- Approval: accountant, dated.
Fictional, but the form is the template for a real incident — the same fields get filled.
Wrong-student payment review: workflow steps and limitations
- Categorise causes: same name / entry haste / system-selection issue — build prevention from the cause pattern.
- Future prevention for same-name students: keep guardian name or area visible on profiles.
- Limitation: a correction changes the receipt number while the bank statement keeps the old reference — attach the bank reference to the note too.
Payment review: questions to ask before your demo
- When voiding a wrong entry, does a “voided” flag stay, or does it disappear?
- Does the system help distinguish same-named students?
- Is the correction history exportable?
See the receipt-correction structure in fee management and the fee documentation; terminology in the glossary.
Payment review FAQ
The money actually entered the wrong student’s head — what now?
Match the receipt identity and void + re-enter per the steps — no need to return money; only records change.
Who should approve?
Not the entry-maker — the accountant/muhtamim; if the corrector is also the approver, verification is meaningless.
The bank received the money correctly, only the ledger is wrong — any bank reconciliation problem?
No — bank reconciliation is by amount; the ledger-correction note with the bank reference attached is sufficient.