How to record a cheque payment in Inkwelly
This guide is for the school cashier or fee clerk receiving cheques at the counter — the most common offline fee instrument in Tier-2 and Tier-3 Indian schools. By the end you will have a cheque on file in Inkwelly with its number, bank and date captured, the invoice tagged as paid, and the cheque queued under the cheques pipeline for the deposit-clearing-bounce lifecycle.
To record a cheque payment in Inkwelly: open the student's invoice, click Collect, pick the Cheque mode chip, enter the amount, then fill the cheque number, cheque date and bank in the Cheque card that appears, and click the Collect button. Inkwelly saves the payment against the invoice and queues the cheque in the cheques pipeline at Received status, ready for the deposit-clearing-bounce flow that completes over the next few working days.
Cheques still drive 30 to 40 percent of fee collection in Tier-2 and Tier-3 Indian schools — even after UPI took over the urban market — because parents prefer the post-dated cheque for predictability and the school office prefers it for the paper audit trail. The Negotiable Instruments Act, 1881 governs every school cheque end-to-end, and Section 138 makes a bounced fee cheque a punishable offence with a six-month working window to file a complaint. Inkwelly treats the cheque as a first-class object — not a free-text note on the payment — so the moment a parent hands the cheque across the counter, the office head can see it in the cheques pipeline with its number, bank, drawer name and status. A 1,200-student school typically clears 250 to 400 cheques per academic year against its Student Fee module.
1. Open the student's invoice and click Collect
Open Inkwelly → Student Fee → Invoices and search by invoice number, admission number or student name. Click the invoice row to open the invoice detail page. The top-right of the page carries three buttons: Collect (with the outstanding amount), Send to Parent and PDF. Click Collect to open the Collect Payment dialog. The dialog opens with the cashier counter layout — a big amount at the top, mode pills below, and a sticky Collect button at the bottom.
2. Pick the Cheque mode chip
The Collect Payment dialog shows a row of payment mode pills below the amount: Cash, UPI, Card, Cheque, Bank, Net Banking, DD, Wallet and Gateway. Click the Cheque pill — the icon is a document. Inkwelly highlights the pill in brand colour, slides out a dedicated Cheque card below the date and note triggers, and reshapes the bottom Collect button to read Collect ₹1,330 · Cheque. The amount stays prefilled with the full outstanding by default; use the Full, ½, ¼ or Clear chips if the cheque is for a partial settlement.
3. Enter the cheque number and the cheque date
The Cheque card has six fields in a two-column grid. Type the six-digit cheque number into the Cheque # field — Inkwelly enforces unique cheque-number-plus-bank within the school so a duplicate entry from the next cheque book in the same series is flagged. Pick the cheque date from the date picker — this is the date written on the cheque, not today's counter date. The counter date stays on the parent Today / paymentDate chip near the top of the dialog. The two dates being different is a normal post-dated cheque pattern.
4. Enter the bank and the optional drawer fields
Type the bank name into the wide Bank field — for example ICICI Bank, HDFC Bank, State Bank of India or a regional bank. Inkwelly accepts free text so cooperative banks and local Gramin banks work the same way. Below the bank row are four optional fields: Branch, IFSC, Account holder and a Post-dated cheque checkbox. Fill the IFSC and account-holder fields when the cheque is from a third party such as the parent's employer or a relative — the audit trail will need the drawer name when the cheque eventually clears or bounces. Tick the Post-dated cheque checkbox if the cheque date is in the future, and Inkwelly reveals a PDC due date field for the deposit reminder.
5. Save the payment and confirm the cheque entry
Review the amount, the mode chip and the cheque card one last time, then click the green Collect ₹<amount> · Cheque button at the bottom of the dialog. Inkwelly writes the payment row against the invoice, marks the invoice Partially Paid or Paid depending on whether the cheque covers the outstanding, and creates the cheque object behind the scenes with status Received. A success toast confirms the entry. The invoice detail page refreshes and the new payment shows in the Payments section with the mode pill set to Cheque.
6. Check the cheque in the cheques pipeline
Open Inkwelly → Student Fee → Cheques from the COLLECTION section in the left sidebar. The cheques page shows four KPI tiles — Total Cheques, Pending Deposit, Cleared and Bounced — and three tabs: All Cheques, Pending and Post-Dated. The new cheque is on the Pending tab with the Received status pill, the cheque number, the bank, the drawer name and the amount. From this row, the deposit, clear and bounce actions are reachable from the kebab menu or the detail page — those are covered in the sibling LEARNs in this cluster.
Once the cheque is on file, the next steps follow the lifecycle. The office head deposits the cheque at the bank, then comes back to Inkwelly and runs the deposit action — the dedicated sibling LEARN walks through that. After clearing day, the same cheque is either marked cleared (the money is real, the fee is closed) or bounced (the payment reverses, the invoice reopens and a bounce-charge can be raised). For post-dated cheques the office sets a deposit reminder so the cheque is not lost in a drawer. Across all three states, the parent always sees the same cheque on their receipt and on the parent app.
See Inkwelly Student Fees in action
अक्सर पूछे गए सवाल
6 सवालHow do I record a cheque payment for a school fee in Inkwelly?
Open the invoice from Student Fee → Invoices, click Collect on the top right, pick the Cheque mode chip in the Collect Payment dialog, enter the cheque number, cheque date and bank, then click Collect amount · Cheque. The cheque is saved against the invoice and enters the cheques pipeline at Received status, ready for deposit.
Cheque kaise record kare Inkwelly me?
Student Fee → Invoices kholiye, invoice par click kijiye. Top-right ke Collect button par click kijiye. Collect Payment dialog me Cheque mode pill par click kijiye — cheque card khul jayega. Cheque number, cheque date aur bank ka naam bhariye, neeche ke green Collect button par click kijiye. Cheque save ho jayega aur Cheques page ke Pending tab par Received status me dikhega.
What happens after I save a cheque payment in Inkwelly?
Inkwelly writes a payment row against the invoice, marks the invoice Partially Paid or Paid depending on the cheque amount, and creates a cheque object at Received status in the cheques pipeline. From the Student Fee → Cheques page the office can mark the cheque deposited, then cleared after the bank confirms, or bounced if the cheque returns unpaid.
Can I save a post-dated cheque against a school fee invoice?
Yes. In the Cheque card of the Collect Payment dialog, tick the Post-dated cheque checkbox below the optional drawer fields. Inkwelly reveals a PDC due date field. Set the date the cheque should be deposited and save the payment. The cheque appears under Student Fee → Cheques on the Post-Dated tab and the office sees a deposit reminder on the PDC due date.
Cheque bounce ho gaya to kya kare?
Cheques page kholiye, woh cheque dhoondhiye, kebab menu se Bounce action par click kijiye. Inkwelly payment reverse karega, invoice ko phir se outstanding karega aur Cheque ke status ko Bounced kar dega. Iske baad bounce charge raise karna ya Redeposit karna — dono option Cheque detail page par milte hain. Negotiable Instruments Act ke Section 138 ke liye saari history audit trail me reti hai.
Does Inkwelly stop me from entering a duplicate cheque number for a school?
Yes. Inkwelly enforces a unique combination of cheque number plus bank name within the school, so an accidental re-entry from the next cheque book in the same series is blocked at save. The duplicate-cheque guard works across academic sessions and across students, which catches the common mistake of two cashiers entering the same physical cheque on two different invoices.
आपको ये भी पसंद आ सकता है
3 लेखस्रोत व संदर्भ
- Negotiable Instruments Act, 1881 — Section 138 (Dishonour of cheque) · देखा गया 19 May 2026
Section 138 makes a bounced cheque for a debt or liability a punishable offence with a six-month working window to file a complaint, which is why Inkwelly retains every cheque event end-to-end in the audit trail.
- Reserve Bank of India — Master Circular on Customer Service in Banks (Cheque Collection Policy) · देखा गया 19 May 2026
RBI requires every bank to publish a Cheque Collection Policy with named local, outstation and CTS clearing windows — the same windows the Inkwelly cheque lifecycle (Received → Deposited → Cleared / Bounced) tracks.
- CBSE Affiliation Bye-Laws, 2018 — Chapter VII (Fee Structure and Receipts) · देखा गया 19 May 2026
CBSE-affiliated schools must issue numbered receipts against every fee instrument including cheques and retain proofs — the basis for Inkwelly storing the cheque object alongside the receipt and the audit trail.
Inkwelly आपके स्कूल पर — खुद देखें
30 मिनट का डेमो। आपके मौजूदा ERP को आपके साथ खोलकर, कॉल पर ही आपका डेटा Inkwelly में लोड करते हैं। कॉल ख़त्म होते-होते एक तय तारीख़ का गो-लाइव प्लान आपके हाथ में।