Skip to main content

Financial Management

The Financials page is your school's central dashboard for tracking revenue, tuition plans, and payment collections. Here you can build tuition packages, log student payments, issue digital receipts, and manage automatic tax submission via myDATA.

Where to find it: Navigation Menu → Financials

Overview​

Section / TabPurpose
DashboardLive snapshot of revenues, outstanding invoices, and overdue balances
Tuition PlansCreate and assign billing structures to students
Student LedgerIndividual student payment history and invoice list
TransactionsFull log of all collected payments

1. Financial Dashboard​

Provides a real-time summary of your school's financial health:

  • Total Revenue: Sum of all collected payments for the current academic year.
  • Expected Revenue: Total of issued charges not yet collected.
  • Overdue Balances: Charges whose due date has passed without payment.
  • Students Without a Plan: Students not yet linked to any tuition package.

2. Tuition Plans​

Tuition plans define the cost of study and the payment structure. Each student is linked to one plan.

Creating a New Plan​

Click "New Plan" and complete the form:

  • Plan Title: A descriptive name (e.g., Annual English B2 Program — 8 Installments).
  • Total Amount: Full cost of the study program.
  • Payment Structure:
    • One-off: Full payment in a single transaction.
    • Installments: Set the number of installments and, optionally, individual due dates for each installment.
  • Course Link: Associate the plan with specific class groups or course templates.
Bulk Assignment

You can assign a tuition plan to many students at once using the Bulk Actions feature on the student list — ideal for batch enrollment at the start of the school year.

3. Student Ledger & Logging Payments​

Each student has an individual financial ledger that shows:

  • Their assigned tuition plan.
  • A detailed installment breakdown with statuses (Paid / Pending / Overdue).
  • Full history of all recorded payments.

Recording a Payment​

  1. Go to Student Profile → Financials Tab.
  2. Click "Record Payment".
  3. Fill in:
    • Amount paid by the student or parent.
    • Payment Method: Cash, Card, or Bank Transfer.
    • Date of the transaction.
    • Notes (optional — e.g., bank deposit reference number).
  4. Click "Save". The student's balance updates automatically.

After saving, the system automatically:

  • Generates a digital receipt for the transaction.
  • If myDATA integration is active, submits the receipt to the Greek tax authority (A.A.D.E.) and stores the returned MARK code (see below).

4. Transactions Log​

The Transactions tab lists every collected payment:

  • Filter by date range, payment method, or myDATA status (Submitted / Pending / Error).
  • Download any receipt as a PDF.
  • Cancel incorrectly recorded payments (only if they have not yet been transmitted to A.A.D.E.).

5. myDATA Integration (Greece)​

myDATA is the A.A.D.E. (Greek Independent Authority for Public Revenue) digital platform for electronic document reporting. If your school issues service receipts (ΑΠΥ) or invoices to parents, submission to myDATA is legally required under Greek law.

What You Need Before Starting​

Collect the following before configuring the integration — you may need your accountant's help:

ItemWhere to Get It
Business Tax ID (ΑΦΜ)Tax authority documents / taxisnet
Taxisnet LoginYour taxisnet account (gov.gr)
myDATA API Key (User ID + Oink Code)myDATA portal → Configuration → API Credentials
Document SeriesDecided by you/accountant (e.g., A, B, Series 1)
Document TypeChosen with your accountant (typically Type 1.1 for service receipts)

How to Obtain Your myDATA API Key​

  1. Log in to taxisnet at https://www.taxisnet.gr using your credentials.
  2. From there, navigate to the myDATA portal at https://mydata.aade.gr.
  3. Go to Configuration → API Credentials.
  4. You will find two fields:
    • User ID: Your API login username.
    • Subscription Key (Oink Code): Your secret API key — treat it like a password.
  5. Copy both values.
Security

Never share your Subscription Key / Oink Code with unauthorized people. If you suspect it has been compromised, regenerate it immediately from the myDATA portal.

Setting Up myDATA in Paideia​

Navigate to Settings → myDATA Tab (see Settings):

  1. Enable: Toggle "Enable myDATA Integration" to ON.
  2. Environment: Select:
    • Sandbox (Test): Submissions are validated but not registered with A.A.D.E. — use this first.
    • Production (Live): Real submissions are sent to A.A.D.E. — only switch to this after completing your sandbox tests.
  3. API Credentials:
    • Enter the User ID and Oink Code you copied from the myDATA portal.
  4. Document Series: Set the series (e.g., A) and document type (e.g., 1.1 — Service Receipt).
  5. Click "Save" and then "Send Test Submission" to verify the connection works.

What Happens on Each Automatic Transmission​

When auto-transmission is enabled, every time you record a payment:

  1. The system automatically constructs a tax document using the student details and amount.
  2. It transmits the document to A.A.D.E. via the myDATA API.
  3. A.A.D.E. returns a MARK number (unique document identifier).
  4. The MARK number is saved against the transaction and printed on the receipt.

Each transaction in the Transactions log shows its current status:

  • 🟢 Submitted — MARK received successfully.
  • 🟡 Pending — Transmission in progress.
  • 🔴 Error — Transmission failed (see error code; consult your accountant).
Manual Retransmission

If a transaction shows 🔴 Error, you can click "Retransmit" directly from the Transactions list after fixing the issue (e.g., correcting an invalid API key or document configuration).