Finance
Ledger Integrity, and Proving Your Books Add Up
An automatic nightly check that every invoice's paid total still adds up from the receipts and refunds recorded against it, plus an on-demand version you can run yourself from the Reports tab.
Ledger integrity
Every money figure in 1410SMS is built on one number per invoice: what it has been paid. Your collection rate, each family's balance, the debtor list, the fee-status badge on a pupil's record and every revenue chart are all derived from it.
That number is kept up to date by four separate actions. Recording a payment adds to it. Voiding a receipt takes it back off. Refunding takes it off. Voiding a refund puts it back. Each of those is a separate step in the system, and the total is only right because every one of them does its part.
Ledger integrity is the check that they still have. It compares each invoice's paid total against the receipts and refunds actually recorded against it, and tells you whether the two still agree.
Why this exists
Being right and being able to show you are right are different things, and only the second one survives somebody asking to see your books.
Nothing here suggests the figures are unreliable. The check runs precisely so that "our records are correct" stops being something you have to take on trust and becomes something you can demonstrate, on any date, in a few seconds.
What it checks
Five things, each of which should never be true:
| Check | What it would mean |
|---|---|
| Invoice total does not match its receipts | The paid figure has drifted from the receipts behind it. This is the central one: every balance and collection figure comes from that total. |
| Receipt is not attached to any invoice | Money recorded as received that settles nothing, so it counts as collected while no family's balance reflects it. |
| Invoice has taken more than it charged | A family has been credited beyond the amount of the invoice. |
| Invoice status disagrees with its balance | An invoice reading as unpaid while carrying money, or as paid while short. Status is what the debtor lists and reminders filter on, so a wrong one chases a family who has paid. |
| More refunded than the receipt took | More money recorded as returned than was ever received against that receipt. |
Where to find it
Open Finance → Reports. The Ledger integrity panel sits at the bottom of the tab, below the bank settlement reconciliation. It runs when the page opens, and Re-check runs it again.
In the ordinary case it says one line: Balanced, and when it last checked.
It also runs automatically every night across every school, so a problem is found whether or not anyone thought to look. You do not need to visit this page for the check to happen.
What happens if something does not add up
Nothing is changed automatically, and that is deliberate.
When two records disagree, the system cannot know which of them is right. An invoice showing more than its receipts might mean a receipt went missing, or that the total was added to twice. Those look identical from the inside, and they need opposite corrections. Silently "fixing" one would destroy the evidence needed to work out what actually happened.
So the panel lists what it found instead: what is wrong, which invoice or receipt, what the figure should be, and what it currently is. Contact support with those references. Your invoice and receipt numbers are enough to trace it.
What it does not do
- It is not the bank reconciliation. That is a different panel on the same tab, and it answers a different question: what the payment gateway paid into your account, against what your ledger recorded. See Online payments. Ledger integrity checks your records against themselves, not against your bank.
- It does not check whether an amount is correct. It cannot tell you that a fee was set too high or a payment was keyed in as ₦5,000 instead of ₦50,000. It checks that the figures the system holds are consistent with each other.
- It never sends money, changes a balance, or alters a record. It only reads.
Ready to try it with your school?
Free for schools up to 40 students. No credit card required.