Download and share finance records
Check exported records and document-delivery history before sharing.
Checked on 29 October 2026
Overview
Use the document belonging to the task: invoice, receipt, family statement, cashbook or debtor ageing export. A download, a queued message and confirmed delivery are different states.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Live Finance requires the School Finance module and a finance officer, administrator, owner, co-owner, director or head-teacher role. Publishing fees and deciding money adjustments require an owner, co-owner or director; a person cannot approve their own adjustment request.
Before you start
Check the school, live or sample mode, currency and reporting period. Have approved source records ready and confirm who may save, approve or send this record. School subscription invoices belong to the separate Administration guide.
Confirm the school, source records, reporting scope and authorised recipient. Check available channels and school communication policy before sending.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Export scope, document and recipient | Check before continuing | Check the school, date range or period, status and intended document before downloading. Open the resulting file and verify rows, currency and totals. Confirm recipient and channel separately before sending a document. | Saved financial records, approval events and document-delivery history. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Families and open invoice lines | Saved family accounts, academic membership and issued invoices. | Complete the academic import and family assignment; select the family before reviewing allocation. | Check school, family status, filters and live mode. A family without open invoices may leave a payment unallocated. |
Desktop walkthrough
Check the school, person and current record.
Screen walkthrough · 0:45Download GIF ↓- Open the relevant Finance list or saved family record. Set the offered date range, period and status; inspect the source document.
- Download the offered PDF or CSV. Open the file and check account, period, currency, rows and totals against the saved record.
- For cashbook and ageing exports, read their actual scope rather than assuming screen filters carry through. A family statement export may include the account’s full history.
- If sending is offered, verify the actual paying-guardian recipient, contact, channel and preview. Only then use the authorised Send action; a receipt notification can also be selected at issue time.
- Review delivery history and errors before resending. Keep the correct approved version and share through the school’s agreed channel.
Mobile walkthrough
Check the school, person and current record.
Screen walkthrough · 0:45Download GIF ↓On a phone, open Finance and swipe the section tabs to find the named feature. Work through one panel at a time; scroll wide records or use landscape. Close the keyboard to reach the final controls.
Make prerequisite selections before later fields. Check the selected family and period again after changing filters. Use a larger screen for fee matrices and bulk billing; the written steps remain available.
Wait for confirmation, reopen the saved record and compare it with the source. If a request may have succeeded, inspect the receipt, run or history before retrying.
Save and verify
The file matches the intended record and its recipient and delivery state are traceable. A queued or downloaded document is not proof that a family received or paid it.
Troubleshooting
The export scope or delivery status is unexpected
Check the generated file, dates, channel and saved delivery history. Use the appropriate export route or correct the contact with approval before retrying; do not assume every screen filter changes the export.
A record or choice is missing
Check live mode, school, permissions, year and filters. Complete the earlier family, fee-version or setup task first. An empty sample view or a loading error is not proof that a live record does not exist.
The action did not complete
Read the validation or access message. Check the saved state and any partial completion before retrying. Keep source references and ask the authorised finance lead to resolve a locked record or approval restriction.
