Fee Module Manual

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1. Global Masters

1.1 Define Bank

The Define Bank section is used to record and manage bank account details associated with fee transactions, especially for payments received through cheques. These bank details are referenced in the fee entry module to ensure that payments are accurately mapped to the correct account.

🧭 Where to Find It
Navigate to:
 Fee Module → Define Bank

📋 Field Description

🛠️ Available Actions

✅ Use Case

If an administrator needs to:

• Add a new bank account for fee collection
  
  
• Update existing bank details due to a change in branch or account number
  
  
• Maintain a record of multiple bank accounts used by the institution
  
  

They can use this section to efficiently manage bank data for fee processing and reporting purposes.

⚠️ Important Notes

• Ensure all details are accurate to prevent errors during cheque or online transactions.
  
  
• IFSC and BSR codes are mandatory for certain types of payments and government reporting.
  
  
• At least one school bank account must be defined to activate cheque-based fee collection.
  
  

1.2 Fee Upload From Tally

This feature allows users to seamlessly import student fee records from Tally into the School ERP System using an Excel file. It helps eliminate manual entry errors and ensures that the fee data remains synchronized between both systems.

Steps to Use:

1. Upload Excel File:
   Click Select File to upload the Excel file exported from Tally containing student-wise fee details.
   
   
2. Fee Type:
   Choose the relevant fee type from the dropdown (e.g., tuition, transport, etc.).
   
   
3. Date Format:
   Select the format in which dates are entered in the Excel file (e.g., dd-MM-yyyy).
   
   
4. Send SMS (Optional):
   Tick this checkbox if you want to send an SMS notification to parents/students upon fee upload.
   
   
5. Adjust Type:
   Choose how the uploaded amount should be adjusted:
   
   

• Adjust From Starting: Starts adjusting from the earliest pending installment.
  
  
• (Other options may be added depending on the system setup).
  
  

6. Installment:
   Select the month or installment period to which the uploaded fee amount will be applied.
   
   
7. Details Preview:
   After uploading, a data preview displays the following:
   
   

• Sr. No., Student Name, Admission Number, Class
  
  
• Head Amount, Total Amount, Receiving Date
  
  
• Status (uploaded/pending), Fine Waiver (if applicable), and Fee Selection option.
  
  

8. Sample Data:
   Click on Sample Data to download a template showing the correct Excel format for uploading fees.
   
   

1.3 Fee Session Transfer

The Fee Session Transfer feature allows users to carry forward all predefined fee structures and related configurations from the current academic session to the upcoming session. This eliminates the need to recreate each setup manually, saving time and reducing the chance of errors.

Key Components:

• Current Session / Financial Year:
   Select the academic session and financial year from which you want to transfer the data.
  
  
• Next Session / Financial Year:
   Choose the upcoming session and financial year to which data will be transferred.
  
  

Fees Transfer Table:

This section lists all the configurable fee-related tables. Each row shows:

• Sl. No.: Serial number for reference
  
  
• Table Name: The specific setting or configuration (e.g., Define Fee Head, Define Concession, Define Transport Group, etc.)
  
  
• Transfer Status: Indicates whether the data has already been transferred (Already Transferred) or is yet to be transferred (Not Transfer)
  
  
• Checkbox: Tick the checkbox to include the respective setting for transfer
  
  

You can also use the “Select All” option to mark all settings at once.

How to Use:

1. Select the current and next sessions/financial years from the dropdowns.
   
   
2. Review the list of fee configuration tables.
   
   
3. Check the boxes for the settings you wish to transfer.
   
   
4. Click Next to proceed with transferring the selected configurations to the new session.
   
   

This process ensures a smooth transition between academic years with consistent fee structure setup.

1.4 Terms and Conditions

This section allows administrators to define and manage the Terms and Conditions that will be shown to parents during the online fee payment process via the school mobile app or web portal.

Purpose:

The defined content will appear when a parent selects an installment and clicks on the ‘Pay Now’ button. Displaying terms ensures transparency and helps clarify the rules associated with fee payments (e.g., refund policies, late fines, transaction charges).

Features:

• Rich Text Editor:
  Format your text using bold, italic, underline, bullets, numbering, links, tables, and more.
  
  
• Save / View / Print / Reset Options:
  
  

• Save: Save the entered terms for future display.
  
  
• View: Preview the content as it will appear to parents.
  
  
• Print: Generate a hard copy if needed.
  
  
• Reset: Clear the editor for fresh input.
  
  

Example Use Case:

You may include terms like:

• "Fee once paid will not be refunded under any circumstances."
  
  
• "Late payment beyond the due date will attract a penalty as per school policy."
  
  
• "Ensure stable internet connectivity before proceeding with online payments."
  
  

2. Master Settings

2.1 Change Academic Year

This section allows users to switch between different academic years and financial years within the ERP system to access or review data from previous or upcoming sessions.

Purpose:

Changing the academic or financial year helps in:

• Viewing past session data
  
  
• Making updates to earlier records
  
  
• Ensuring the correct year is active while performing fee-related tasks
  
  

Fields Explained:

• Academic Year:
  Select the academic session you want to work in (e.g., 2025–2026).
  
  
• Financial Year:
  Choose the financial year that corresponds to the selected academic session.
  
  
• School:
  Displays the school for which the session change is being applied.
  
  

Action Button:

• Change:
  Click this button to confirm and apply the selected academic and financial year settings. Once done, all data views and transactions will reflect the chosen session.

2.2 Concession Setting


2.3 Quick Link

The Quick Links feature allows users to pin their most frequently accessed pages or functions directly to the top of the Fee Module homepage. This helps save time and improves navigation efficiency.

Purpose:

Quick Links streamline user experience by:

• Reducing the need to repeatedly navigate through menus
  
  
• Providing instant access to commonly used features such as “Fee Collection,” “Fee Reports,” or “Concession Entry”
  
  

Key Functions:

• Users can add or remove links based on their workflow preferences.
  
  
• These links act as personalized shortcuts and are visible on the main Fee Module dashboard.
  
  

Best Practice Tip:

Encourage staff to pin pages they access daily or during peak fee collection periods to maximize efficiency.

2.4 Fee Receipt Number Setting

This section allows users to configure the format of fee receipt numbers as per institutional or session-specific requirements. The settings help maintain consistent and traceable receipt records.

Receipt Configuration Options:

Users can choose the preferred receipt format from the following types:

• Single Receipt – One common receipt series across all schools and fee types
  
  
• School-Wise Receipt – Separate series for each school
  
  
• Fee Type-Wise Receipt – Separate series for each type of fee
  
  
• School with Fee Type-Wise Receipt – Separate series for each combination of school and fee type
  
  

Customizable Fields:

Example:

If configured as shown in the image:
Receipt Format → DPS-0001/2025

Click the Update button to save your receipt format preferences.

2.5 Collection Page Setting

Users can set all required parameters for the fee entry page within the 'Collection Page Setting,' providing a comprehensive and advanced setup.



Some default settings given at the top-

Default Fee Type: Select the fee type that will be pre-selected by default on the Fee Entry Page.

Default Fee Entry Mode Used: Set the default entry mode (e.g., School, Bank, Online) that will appear pre-selected on the Fee Entry Page.

Default Fee Pay Mode Used : Set the default payment mode (e.g., Cash, Cheque, DD, NEFT, Swiped Card, UPI, etc.) that will appear pre-selected on the Fee Entry Page.

Enable/disable options on fees entry form-

Waive off checkbox : Allows the user to show the checkbox of waive off on fee entry form, so that the late fine can be waived off from the student.

Waive off option auto check : Allows the user to automatically waive off fine for every entry for a particular installment(s) for a particular student.

Waive off with reason : Allows the user to enter the reason at the time of waiving off the fine for a particular installment(s)

Waive off with cheque bounce : Allows the user to waive the late fine and cheque bounce amount together for a particular installment(s)

Manual late fine : Manual late fine Allows the user to take the manual late fine for a particular installment(s). Manual late fine cancels the assigned late fine if any for that installments(s)

Manual cheque bounce : Allows the user to take the manual cheque bounce amount for a particular installment(s). This option cancels the assigned amount if any for cheque bounce.

Calculate Late Fine on cheque date: Allows the user to calculate late fine on cheque date

Run time concession: Allows the user to give the run time concession to the student for a particular installment(s)

Ask reason on run time concession :Allows the user to enter the reason at the time of run time concession to be given for a particular installment(s)

Advance amount adjustment : Allows the user to adjust advance amount for a particular receipt report(s)

Advance receipt acceptance :Allows the user to receive an advance amount for paid installment. This is only applicable when the installment amount is already taken

Discount :Allows the user to give the discount on fee of a particular installment(s) to a particular student. Discount is always given on the total amount of an installment(s). It is completely different from concession

Reuse fee receipt number.: Allows user to reuse cancelled fee receipt for a particular student of a particular installment(s)

Print fee receipt after save :Allows the user to automatically print the fee receipt after entry is done and saved

Modify Cheque Details :Allows the user to modify Cheque Details after fee received

SMS after fee entry :Allows the user to send the fee deposit SMS to the parent after fee entry is done

Payment from mid year :Allows the user to re-structure the student’s fee structure from the installment school wishes to do

Reference number :Allows the user to enter the reference number at the time of fee entry in case of exception so that user can see it in the report(s)

MICR number :Allows the user to show the MICR No. on fee entry form when the paymode is cheque

Mandate MICR number :Allows the user to make the MICR No. as mandatory field

TC Number Book No. Wise :Allows the user to generate separate TC Number for different Book No

Allow Deposit Bank :Allows the user to select deposit Bank in fees entry form

Date of amount credit in bank :Allows the user to enable the bank date option on fee entry form. This option shows the date on which the amount is credited in the bank

Mandate date of amount credit in bank :Allows the user to make the date of amount credit in bank as mandatory field

Back date receipt entry :Do not Allows user to select the back date from the current date

Future date receipt entry :Do not Allows user to select next date from the current date

Enable VAT/GST: Allows the user to take VAT/GST on heads

Default Selection of Deposit Bank :Deposit Bank Selected from fee group head relation while searching student

Enable Evening Transport :Allows the user to assign transport separately for morning and evening both

Disable Canceled receipt in Report :Allows the user to do not show Canceled receipt in Collection Report

Transport Modification After Receiving Fee :Allows the user to modify transport fee,stop,rout and other after fee received

Enable to take fee for all sibling :Allows the user to take fee for all sibling

Enable auto checked to add sibling :Allows the user to include all sibling while search student

Allow the user to check installment in sequence :Allow the user to check installment in sequence while receiving fee

Enable Sponsor :Allow the user to select sponsor while receiving fee

Enable Inactive Student show :Allow the user to show inactive student on fee entry page

Enable Last Selected Deposit Bank :Allows the user to enable last selected deposit bank

Enable SMS Auto Checked :Allows the user to set auto select sms

Enable Paymode Reset :Allows the user to enable reset paymode after entry

Disable Refresh Page After Entry : Allows the user to disable page to refresh page.

Disable Modification Amount :Allow the user to disable amount modification while receiving fee

Freeze All Amount On Page :Allow the user to Freeze amount on page

Assign Concession :Allows the user to select Assign Concession

2.6 Dashboard and MIS Settings


2.7 Fee Opening and Balance Setting

Users can use this page to configure the adjustment of any advance amount received while processing the fee payment for a specific installment.



Fee Opening Balance and Advance Amount Setting-



Auto adjust, If advance amount is greater than or equal to next installment amount-
The first radio button enables automatic adjustment to the upcoming installment if the advance amount is greater than the current installment amount.

Manually adjust advance amount:

When the user selects the second radio button, the advance amount will be displayed in the 'Adjust Advance' textbox. The user can then check this textbox to apply the advance amount toward the next installment.



Fee Type For Advance-
Allows the user to select the fee type (e.g., school fee, transport fee, etc.) in which the advance amount should be adjusted.




2.8 Receipt Certificate Setting

In the receipt certificate setting the user can apply a new layout for the certificate and can also change the format of the certificate. 



Receipt settings: Here, the user can apply a new layout for the fee receipt by selecting a design from the dropdown menu. By clicking the 'View' button, the user can preview the selected format. If satisfied, the user can save the chosen format by clicking the 'Save' button below.

Fee Certificate settings : Here, the user can apply a new layout for the fee certificate by selecting a design from the dropdown menu. By clicking the 'View' button, the user can preview the selected format. If satisfied, the user can save the chosen format by clicking the 'Save' button below.

Bill Format setting : Here, the user can apply a new layout for the Bill Book by selecting a design from the dropdown menu. By clicking the 'View' button, the user can preview the selected format. If satisfied, the user can save the chosen format by clicking the 'Save' button below.
Bill Book can be generated under MASTER SETTINGS > GENERATE BILL BOOK DETAILS.




Amt without structure Receipt Student : Here, the user can set the receipt format for amounts received outside the defined fee structure. This receipt format is used on the 'Pay Amount Without Structure' page.



Amt without structure Receipt Teacher : 


2.9 Report sign authority setting

In this tab users can define signing authority settings for the different reports under this module.





Left Text / Middle Text / Right Text - Use this section to assign a signing authority (e.g., Received by, Checked by, etc.) on the leftmost / Middle / Rightmost side at the bottom of the report page as given below.



Lower Text - In this text box, the user can enter the name of the signing authority or choose to use the current user's ID as the signing authority.

Checkbox: Show lower text as current user - Enable this checkbox to automatically set the current user as the signing authority.

Checkbox: Enable : Enable this checkbox to display the signing authority at the leftmost corner of the report page.

After selecting the desired options, click the SAVE button to apply the changes.

2.10 Bill Book Setting 

Here, the user can set the Bill Book or GR Number to be displayed on the Student Registration page(Admission Module) .





Two radio button options are provided: Automatic and Manual. If the user selects Automatic, the number will be generated automatically based on the settings configured on this page. If Manual is selected, the user can enter the number manually.

The settings for automatic generation are provided below:

Prefix :This text box allows the user to enter a value that will be added before the automatically generated number. For example, if the prefix is set to 'INV-', and the number is 100, the displayed number will be 'INV-100'.

Start From : This text box allows the user to specify the initial number from which the automatic numbering should begin. For example, if set to 500, the first generated number will be 500, followed by 501, 502, and so on.

Lead Zero : This text box is used to define the total length of the automatically generated number by adding leading zeros. For example, if the value is set to 4 and the number is 25, the system will display it as 0025.

Suffix : This text box allows the user to enter a value that will be added after the automatically generated number. For example, if the suffix is set to 'A', and the number is 100, the displayed number will be '100A'.


2.11 Payment Gateway Setting


2.12 Report Settings New

2.13 Generate Bill Book Details 

From this tab, the user can generate a Bill Book (also known as a Fee Book) for a student.

2.14 Bus ID setting


2.15 Online Page Setting

This page is used to enable or disable options on the Online Fee Payment page.


Disable Paynow Button : Allows the user to disable the 'Pay Now' button based on a specified date range in the Fee tab of the parent app or web portal.

Hide Academic year : Allows the user to hide the academic year on the print receipt page of parents app or web portal.

Hide Class : Allows the user to hide the pay now button from the selected class.

2.16 Define SMS Template

This page is used to create and manage SMS templates specifically for sending fee-related messages to parents. Users can customize the message content and include dynamic fields such as student name, due amount, or due date to ensure clear and personalized communication.



SMS Type : Select the SMS type from the dropdown menu for which you want to create or set the SMS template.

SMS : Enter the SMS content here. Please note that all characters and text used in this template must be approved as per DLT.

Template ID : This text box is used to enter the DLT-approved Template ID corresponding to the SMS content. It ensures compliance with telecom regulations and allows the SMS to be sent successfully through registered routes.

SMS Enable (Toggle) : This toggle allows the user to enable or disable the sending of SMS messages using the selected template. When disabled, no SMS will be sent, even if the template is configured.

Is Unicode (Toggle) : This toggle is used to enable or disable Unicode support in the SMS content. Enable it if the message includes non-English characters (e.g., Hindi, regional languages, or special symbols) to ensure proper display on recipients' devices.

Push Notification Enable (Toggle) : This toggle allows the user to enable or disable push notifications for this template. When enabled, a notification will be sent to the parent app along with or instead of the SMS.

2.17 Fee Entry Lock Setting

2.17 Fee Entry Lock Setting

🔹 Purpose / Use Case:

The Fee Entry Lock Setting feature is designed to help school administrators control and restrict fee-related transactions during specific periods. This is particularly useful for ensuring data integrity during month-end processes, audits, or reconciliation periods. It prevents unauthorized or backdated entries and ensures that fee collections are properly monitored.

🔧 Key Features:

A. Lock Entry Settings

This section allows control over fee entries based on dates.

• Lock Entry Enable:
  When enabled, fee entries cannot be made from the selected date onwards unless the user has special permission.
  
  
• From Date:
  Specify the date from which the system should restrict new fee entries.
  
  
• Allow User to Edit in Lock Period:
  Select specific users (such as Finance Admin or Principal) who are allowed to make or modify entries during the lock period. This ensures that exceptions can be handled responsibly.
  
  
• Message to Show:
  Enter a custom message (e.g., ENTRY LOCKED) which will be shown to users trying to make entries during the locked period. This message helps in clearly communicating why access is restricted.
  
  

B. Cash Lock Entry Settings

This sub-section is for time-based locking of cash mode fee entries.

• Cash Lock Entry Enable:
  Enable this toggle to restrict users from making cash fee entries after a specific time (e.g., post office hours).
  
  
• From Time:
  Choose the cutoff time after which cash entries should be disabled for the day. This prevents late entries and ensures timely cash book reconciliation.
  
  

✅ Advantages:

• Ensures Data Accuracy:
   Prevents any untracked or backdated fee entries after the books are closed.
  
  
• Improves Security & Control:
  Provides fine-grained access to selected users during restricted periods.
  
  
• Prevents Manual Errors:
  Restricting post-dated or after-hours entries reduces the chance of human error.
  
  
• Enables Smooth Auditing:
  Locks ensure that fee data remains unchanged during audits or financial reviews.
  
  
• Supports Time-bound Processes:
  Useful for schools following strict daily or monthly reconciliation routines.
  
  

🟢 How to Use:

1. Toggle Lock Entry Enable to ON.
   
   
2. Select the From Date for which the locking should be applicable.
   
   
3. (Optional) Choose specific users who can still perform edits.
   
   
4. Provide a suitable Message to Show.
   
   
5. (Optional) Enable Cash Lock Entry and define From Time.
   
   
6. Click Save to apply the settings.
   
   
   
   

2.18 Generate Bulk Fee Receipt

🔹 Purpose / Use Case:

The Generate Bulk Fee Receipt feature is designed to allow users to quickly generate fee receipts for multiple students across various classes, schools, or fee types in one go. This is particularly useful for finance or admin teams when receipts need to be created in batches—such as after mass fee collection events or scheduled billing cycles.

🔧 Key Filters and Functions:

• School:
  Select the applicable school. If the ERP system handles multiple branches, this allows filtering receipts school-wise.
   (Default: All Schools)
  
  
• Class:
  Filter receipt generation by specific class or generate for all classes at once.
   (Default: All Classes)
  
  
• Installment:
  Choose the installment period (e.g., October-November) for which you want to generate receipts.
  
  
• Fee Type:
  Select specific types of fees (e.g., Tuition, Transport, Activity) or include all fee types for comprehensive receipt generation.
   (Default: All Fees Types)
  
  
• Date Range (From – To):
  Define a custom date range within which the fee payments were received. The system will fetch relevant records and generate receipts accordingly.
  
  
• Show Button:
   After setting the filters, clicking "Show" displays the list of students whose receipts are eligible to be generated in bulk.
  
  

✅ Advantages:

• Time-Saving:
   Speeds up receipt generation for large batches, reducing manual effort.
  
  
• Consistent Receipt Format:
  Ensures uniformity and accuracy across all generated receipts.
  
  
• Useful During Fee Drives:
  Particularly helpful after major collection drives, enabling the back office to issue receipts quickly.
  
  
• Reduces Manual Errors:
   Automates the retrieval of eligible records and eliminates the chances of missing any student.
  
  
• Multi-Dimensional Filters:
   Enables dynamic filtering by school, class, fee type, and date—offering flexibility and control.
  
  

🟢 How to Use:

1. Navigate to Generate Bulk Fee Receipt from the Fee Module menu.
   
   
2. Apply filters as required:
   
   

• Select School, Class, Installment, Fee Type
  
  
• Define Date From and To
  
  

3. Click Show to view the eligible records.
   
   
4. Confirm and proceed to generate receipts for all listed students.

FEE MASTER

3.1 Define Fee Master

3.1.1  Define Fee Installment

Purpose:
This section is used to create and manage various fee installments for the academic session. Each installment defines when and how a particular portion of the total fee is to be collected from students.

Key Fields and Their Use Cases:

• Installment Name:
  Specify a unique name for the installment (e.g., Term 1, Quarter 2, Monthly Fee). This helps users easily identify and manage different fee schedules.
  
  
• Installment Print Name:
  Define how the installment name should appear on printed documents such as receipts or reports.
  
  
• Installment Preference Number:
  Enter the sequence number that determines the order in which this installment appears when listed. Useful for 

Actions Available:

• Save: Stores the installment settings into the system.
  
  
• View: Displays existing installment records for reference or verification.
  
  
• Print: Allows printing of the configured installment setup for physical documentation or review.
  
  
• Reset: Clears all entered fields to create a new entry from scratch.
  
  

Features & Advantages:

• 💡 Flexibility: You can define any number of installments with custom due dates.
  
  
• ⏳ Structured Payment Cycle: Helps in distributing the fee burden across months/terms, making it easier for parents and transparent for administrators.
  
  
• 🧾 Automated Due Tracking: These dates are automatically referenced in reports, reminders, and receipt generations.
  
  
• 🗓️ Custom Scheduling: Ideal for schools that follow monthly, quarterly, or term-based fee schedules.
  

3.1.2 Define Fee Head

Overview:

The "Define Fee Head" module is used to create and categorize the different types of fee components charged to students, such as tuition, transport, fines, discounts, etc.

Use Case:

Used by ERP administrators or fee managers to establish all types of charges applicable to students, ensuring each amount collected is categorized correctly for accounting and reporting purposes.

Fields Explained:

• Head Name: Internal identifier for the fee head (e.g., Tuition, Library Fine).
  
  
• Head Print Name: This appears on the receipt/fee printout.
  
  
• Head Type: Determines frequency:
  
  

• Installment: Repeats as per installment cycle.
  
  
• Annual: Charged once a year.
  
  
• Lifetime: Charged only once, e.g., Admission Fees.
  
  

• Priority Number: Determines the order in which fee heads appear.
  
  
• Category Type: Specifies nature (e.g., Regular, Fine, Discount, Expense).
  
  
• Account Ledger / Tally Ledger Name: Integration fields for syncing with accounting software.
  
  
• Show in Certificate: Whether this head appears in bonafide/fee certificates.
  
  
• Fee Refundable: Marks this fee head eligible for refund processing.
  
  

Features & Benefits:

• Enables accurate fee structuring and categorization.
  
  
• Ensures financial transparency and organized reporting.
  
  
• Supports seamless integration with accounting systems like Tally.

🔹 3.2 Define Fee Head

✅ Use Case:

The "Define Fee Head" module is used to create and manage all types of fee heads (components) applicable to students, such as Tuition, Transport, Exam Fees, Discounts, etc. This setup is crucial for generating correct fee structures and enabling proper ledger mapping for financial accounting.

🧩 Field Descriptions & Functionality:

🛠️ Action Buttons and Their Functions:

🌟 Key Advantages:

• Ensures consistent and organized fee categorization.
  
  
• Enables detailed reports and ledger synchronization.
  
  
• Facilitates transparency in fee breakup on student receipts.
  
  
• Customizable per school policies (e.g., refundable/non-refundable).

3.1.3 Define Fee Type

Purpose:

To create and categorize various fee heads under a specific Fee Type (e.g., School Fee, Transport Fee, etc.) for better organization and reporting.

Fields Description:

Action Buttons:

Use Case Example:

If a school wants to define a fee type called "School Fee" that includes the heads Admission Fee, Tuition Fee, and Computer Fee, the admin will:

1. Enter Fee Type Name as School Fee.
   
   
2. Provide a Preference No. (e.g., 1 for top priority).
   
   
3. Select the corresponding heads from the Head Details table by checking their boxes.
   
   
4. Click Save to store the configuration.
   
   
   
   
   

3.1.4 Define Fee Group

Purpose:
 To create, categorize, and manage various fee groups (e.g., Annual Fee Group, Transport Fee Group, Class-wise Fee Group, Special Subject Combination Groups, etc.) for better organization and allocation of fee structures.

Fields Description (for Creating Fee Group):

Detailed Explanation for 'Is Special':

• Use Is Special when:
  
  

• Students in the same class have multiple subject combinations (e.g., PCM, PCB, Commerce, Arts in Class XI).
  
  
• Different subject combinations have different fee structures.
  
  
• Assigning special groups helps in accurate fee assignment as per subject combination.
  
  

• Do not select Is Special when:
  
  

• All students in the class share the same fee structure.
  
  

Fields Description (for Fee Group List View):

Action Buttons:

Use Case Example:

If a school wants to define a fee group for Class XI (PCM) where students of Class XI have different subject combinations and different fees:

• Enter Group Name as Class XI (PCM).
  
  
• Check Is Special to indicate that this is a special group with a separate fee structure.
  
  
• Click Save to store the configuration.
  
  

If for Class VI - VIII all students have the same fee structure:

• Enter Group Name as Class VI - VIII.
  
  
• Leave Is Special unchecked.
  
  
• Click Save.
  
  

Additional Functionality in View Mode:

• Use Search box to quickly locate any fee group.
  
  
• Use Pagination controls to browse through multiple records.
  
  
• Use Select button to open any fee group for editing.
  
  
  
  

3.2 Fee Group to Fee Head

Objective:

To assign specific Fee Heads to a Fee Group (e.g., Class VI–VIII), and define how these fees are scheduled, collected, and posted in financial accounts.

Field Descriptions:

Installment Field Logic:

• The Installment dropdown will be active only if the Schedule Type is set to Installment.
  
  
• For other types like Lifetime, the field remains inactive or irrelevant.
  
  

Example:
If Admission Fees is marked as Lifetime, then the Installment field is not applicable.
If Tuition Fee is marked as Installment, the user must choose a period such as June–July or April.

Action Buttons and Their Purpose:

Use Case Example:

A school admin wants to configure fee heads for Class VI – VIII:

1. Select the Fee Group.
   
   
2. Tick the required Fee Heads like Tuition Fee, Annual Charges, Sports Fee.
   
   
3. For each Installment-based head, pick an Installment Month (e.g., June–July).
   
   
4. Choose FEE RECEIVED under Fee Account and FEE COLLECTION under Fee Post Account.
   
   
5. Click Save to finalize the mapping.
   
   

3.3 Assign Amount Group

This screen is used to assign specific amounts to different Fee Heads under a selected Fee Group and Installment cycle. It allows defining how much is to be charged per fee head, thereby setting up the monetary structure for a particular class group.

Fields and Dropdowns:

• Fee Group: A dropdown to select the desired class group (e.g., Class IX – X) to which the fee amounts will be assigned.
  
  
• Installment: A dropdown to filter or assign amounts based on installment cycles (e.g., Monthly, Quarterly). Selecting "All" enables entry for all installments collectively.
  
  

Group Amount List Table:

Each row in the table represents a Fee Head within the selected Fee Group.

• Sr. No.:
  Serial number of the fee item.
  
  
• Fee Head:
  The specific fee category, such as:
  
  

• Science Fee
  
  
• Annual Charges
  
  
• Tuition Fee
  
  
• Sports Fee
  
  
• ERP Fee
  
  
• Examination Fee
  
  
• Additional Subject (IX–X)
  
  

• Amount: Text field to input the exact amount for each corresponding fee head. This defines how much will be charged under each category.
  
  
• Total: Automatically calculated sum of all fee head amounts entered.
  
  

Action Buttons:

• 🟩 Save:Saves the amount assigned to each fee head for the selected group and installment.
  
  
• 🟦 Show:Displays the list of already assigned amounts for review or verification.
  
  

Use Case Example:

If the school wants to assign different fee amounts to students of Class IX – X, the admin can:

1. Select the appropriate Fee Group (e.g., Class IX – X).
   
   
2. Choose “All” or a specific installment from the Installment dropdown.
   
   
3. Enter the respective amounts against each fee head (e.g., 2000 for Tuition Fee, 1500 for ERP Fee).
   
   
4. Click Save to apply changes.
   
   

This ensures that students under the selected group are charged the correct fee distribution as per institutional policy.

3.4 Assign Multiple Groups to Student

This functionality is designed to streamline the process of assigning fee groups to multiple students at once based on predefined class or special categories. It is especially useful during bulk operations at the beginning of the academic session or when updating fee structures mid-session.

Purpose:

To assign one or more fee groups—including specific installment structures—to selected student groups based on their class or other criteria.

Step-by-Step Instructions:

1. Open the "Assign Multiple Group to Student" Module:
    Navigate to this section from the Fee Module dashboard.
   
   
2. Group Type:
   
   

• Choose the basis for assignment:
  
  

• Classes: Assign by academic class levels (e.g., Class I, Class II, etc.).
  
  
• Special: Used for categorizing groups like sibling discount groups, staff wards, or any custom-defined sets.
  
  
• All Installment: Applies the selected fee group across all installments at once.
  
  

3. Fees Group:
   
   

• Select the desired Fee Group from the dropdown.
  
  
• This list includes fee groups created earlier, such as:
  
  

• Class Pre-Nursery – V
  
  
• Class VI – VIII
  
  
• Class IX – X
  
  
• Class XI, Class XII
  
  
• And any other special groups like ARMY STUDENTS CLASS 1–5, School Fun – Facility, etc.
  
  

4. Fees Installment:
   
   

• Choose the relevant installment from the dropdown.
  
  
• Options typically include:
  
  

• All Installment
  
  
• Monthly/Bimonthly options like May, June–July, August–September, etc.
  
  

• Selecting "All Installment" applies to the fee group across the entire academic year.
  
  

5. Class:
   
   

• Select one or more specific class sections (e.g., NURSERY-A, LKG-B, etc.) to which the fee group should be assigned.
  
  
• The dropdown allows multi-selection with checkboxes.
  
  
• You can also choose “Select All” to apply the group to all available class sections.
  
  

6. Save:
   
   

• After selecting the appropriate options, click the Save button.
  
  
• The fee group will now be assigned to all selected students under the defined conditions.
  
  

Use Cases:

• Bulk assigning the annual fee structure to new admissions.
  
  
• Applying special discount groups to staff wards or scholarship holders.
  
  
• Managing and updating fees across multiple classes with ease.
  
  

Important Notes:

• Ensure the Fee Group and Installment structures are pre-defined before using this feature.
  
  
• Any changes made here will reflect immediately in the student fee ledgers.
  
  
• Use caution when assigning to large sets of students to avoid incorrect fee allocation.
  
  
  
  

3.5 Assign Opening Balance

The Assign Opening Balance feature allows the entry of any pending fees or dues (Opening Balance and Opening Dues) that students may carry forward into the new academic session. This helps ensure accurate fee management from the very beginning.

📌 Overview Screen

This screen displays the interface where users can assign opening balances individually or in bulk.

🔧 Steps to Assign Opening Balance

1️⃣ Select Class and Section

• Use the dropdown menus at the top:
  
  

• Select Class: Choose the class.
  
  
• Section: Select the section within the class.
  
  
• School: If applicable, select the school branch or campus.
  
  

2️⃣ Choose Fee Type

• Depending on the type of opening balance you are assigning, select:
  
  

• School – For regular academic fees.
  
  
• HNR Fee – For honorarium, hostel, or related charges.
  
  
• Transport – For transportation-related dues.
  
  

3️⃣ View Student List

Once selections are made, the system displays the student list automatically.

The list includes:

• Sr. No. – Serial Number
  
  
• Adm No. – Admission Number
  
  
• Student Name – Name of the student
  
  
• Class – Class & Section
  
  
• Father Name – Guardian's name
  
  
• Contact No. – Contact details
  
  
• Opening Balance – Field to enter any carried-forward fees.
  
  
• Opening Dues – Field to enter any other outstanding dues.
  
  
• Select All – Option to select multiple students at once for bulk actions.
  
  

4️⃣ Enter Balances Manually

• Directly input values in the Opening Balance and Opening Dues columns for each student.
  
  

5️⃣ Bulk Upload Option

If you have multiple records to upload:

• Click Download Excel Formate to download the pre-formatted Excel template.
  
  
• Fill in the opening balances and dues offline.
  
  
• Use Export From Excel to upload the completed file into the system.
  
  

6️⃣ Save Changes

• Once all balances are entered (manually or via upload), click the green Save button to store the records.
  
  

✅ Important Tips

• Verify class and section selection before entering data.
  
  
• Ensure Excel files match the provided format to avoid upload errors.
  
  
• Cross-check balances before saving to ensure data accuracy.
  
  

3.6 Student Fee Adjustment

The Student Fee Adjustment feature allows the school to make any manual adjustments in the student’s fee records for a particular month or fee head. This is especially useful in scenarios like fee waivers, scholarship adjustments, or correction of overcharged amounts.

📌 Overview Screen

This screen shows where adjustments can be made directly to student fee records.

🔧 Steps to Perform Student Fee Adjustment

1️⃣ Select Class and Section

• Use the dropdown menus at the top of the screen:
  
  

• Class – Select the class of the students.
  
  
• Section – Select the section within the class.
  
  

2️⃣ Select Fee Head & Period

• Choose the relevant filters:
  
  

• Fee Head Type – Choose whether the adjustment applies to:
  
  

• School – For tuition or academic fees
  
  
• Transport – For transport-related charges
  
  
• HNR Fee – For hostel/honorarium charges.
  
  

• Month/Period – Select the applicable month or fee period.
  
  
• Adjustment Type – Usually set to Adjustment.
  
  

3️⃣ Student List Display

Once filters are applied, the system will display the list of students.

The list includes:

• Sr. No. – Serial Number
  
  
• Adm No. – Admission Number
  
  
• Student Name – Name of the student
  
  
• Class – Class & Section
  
  
• Father Name – Guardian's name
  
  
• Contact No. – Contact details
  
  
• Amount – Field to enter adjustment amount.
  
  
• Select All – Checkbox for bulk selection.
  
  

4️⃣ Enter Adjustment Amount

• Enter the adjustment amount in the Amount field against each student record as per the necessary correction.
  
  

5️⃣ Save Changes

• After entering all adjustments, click the green Save button to update the student fee records.
  
  

✅ Key Points to Remember

• Adjustments entered here will immediately reflect in the student’s fee ledger.
  
  
• Always cross-check the month, class, and fee head before saving.
  
  
• Partial or full adjustments can be applied based on school policy.
  
  
• Use this feature carefully as incorrect adjustments may impact financial reports.
  
  

3.7.1 Late Fee Setting

Description

The Late Fee Setting feature allows the school admin to configure automatic late fee charges if a student fails to pay their fees on or before the scheduled due date.
This ensures that the system automatically calculates and adds late fines based on the policy set by the school management.

Screen Overview

📸 Screenshot 1: Late Fee Setting Interface

📸 Screenshot 2: Late Fee Type Selection

Fields Description

Late Fee Type Options (With Explanation)

How to Set Late Fee

1️⃣ Select Fee Group, Fee Type, Installment

• Choose the correct combination for which you want to set late fee rule.
  
  
• For example:
  
  

• Fee Group: Class VI-VIII
  
  
• Fee Type: School
  
  
• Installment: June-July
  
  

2️⃣ Confirm Due Date

• The system will auto-fetch the due date of that installment.
  
  
• Ensure the due date is correct as late fee will be calculated post this date.
  
  

3️⃣ Choose Late Fee Type

• Select appropriate late fee type as per policy.
  
  

4️⃣ Enter Late Fee Amount

• Enter the penalty amount to be charged.
  
  
• Example: Enter 50 to apply ₹50 late fee.
  
  

5️⃣ Save

• Click Save to apply the late fee rule.
  
  

Practical Use Cases

Use Case 1: Quarterly Late Fee

• For Class VI-VIII, school policy charges ₹100 for every quarter if fee is unpaid after due date.
  
  
• Admin selects:
  
  

• Fee Group: Class VI-VIII
  
  
• Installment: June-July
  
  
• Late Fee Type: Per Quarter
  
  
• Amount: 100
  
  

• System will auto-apply ₹100 late fee for every quarter delayed.
  
  

Use Case 2: One-Time Late Fee

• School decides to charge ₹200 flat late fine if fees are not paid by 15th June 2025.
  
  
• Admin selects:
  
  

• Late Fee Type: One Time
  
  
• Amount: 200
  
  

• System applies ₹200 once after due date.
  
  

Use Case 3: Custom Late Fee Policy

• School applies CustomType1 for management-specific rules.
  
  
• Admin selects:
  
  

• Late Fee Type: CustomType1
  
  
• Amount: as per policy.
  
  

• Custom logic (configured in system backend) will handle this fine automatically.
  
  

Benefits of Late Fee Setting

• Fully automated fine calculation.
  
  
• Reduces manual intervention and fee disputes.
  
  
• Ensures timely fee collection.
  
  
• Flexible configurations as per school's fee policy.
  
  

✅ Important Note: Once late fee settings are saved, they automatically apply during fee calculation for students falling under selected Fee Group and Installment.

3.7.2 Late Fee Setting Head Wise

Description

The Late Fee Setting Head Wise option allows the school to configure fine/penalty for each individual Fee Head (i.e. specific fee components like Tuition Fee, Transport Fee, Computer Training Fee, etc.).
Unlike general late fee setting, here the penalty can be applied separately to individual fee heads if their respective payment deadlines are missed.

This feature gives better control for schools where different heads have different due dates or fine policies.

Screen Overview

📸 Screenshot 1: Main Late Fee Setting Head Wise Screen

📸 Screenshot 2: Fee Group Selection

📸 Screenshot 3: Fee Type Selection

📸 Screenshot 4: Head Selection

Fields Description

Late Fee Type Options

Same as in Late Fee Setting module (3.7.1), available late fee types are:

• Per Quarter: Fine applied for each quarter of delay.
  
  
• One Time: Fine applied once after due date.
  
  
• Custom Types: System-defined or school policy-based custom options.
  
  

Step-by-Step Usage

1️⃣ Select Fee Group

• Choose class group for which head wise late fee is being set.
  
  
• Example: Class VI - VIII
  
  

2️⃣ Select Fee Type

• Choose applicable fee type: School, HNR Fee, Transport or All Fee Types.
  
  

3️⃣ Select Installment

• Pick installment for which you want to assign late fine.
  
  

4️⃣ Select Head

• Pick the specific fee head from list. Ex: Tuition Fee, Computer Training Fee, Transport, ERP Fee, Examination Fee, etc.
  
  

5️⃣ Set Due Date

• Enter or verify the due date.
  
  

6️⃣ Choose Late Fee Type

• Choose fine calculation method.
  
  

7️⃣ Enter Amount

• Enter fine amount.
  
  

8️⃣ Save

• Click on Save button to finalize setting.
  
  

Practical Use Case Scenarios

Use Case 1️⃣: Transport Fee Late Fine

School wants to charge ₹50 late fee on Transport Fee if unpaid after 16th June.

• Fee Group: All Groups
  
  
• Fee Type: Transport
  
  
• Installment: June-July
  
  
• Head: Transport
  
  
• Due Date: 16-Jun-2025
  
  
• Late Fee Type: One Time
  
  
• Amount: ₹50
  
  

Use Case 2️⃣: Computer Training Fee Head Wise Late Fee

School wants ₹100 penalty for late payment of Computer Training Fee in Class III-V.

• Fee Group: Class III-V (Computer Training)
  
  
• Fee Type: School
  
  
• Installment: June-July
  
  
• Head: Computer Training
  
  
• Due Date: 16-Jun-2025
  
  
• Late Fee Type: Per Quarter
  
  
• Amount: ₹100
  
  

Use Case 3️⃣: Entire School Late Fee Head Wise for Tuition

Management applies ₹200 fine on Tuition Fee for all groups if unpaid after installment due date.

• Fee Group: All Groups
  
  
• Fee Type: School
  
  
• Installment: June-July
  
  
• Head: Tuition Fee
  
  
• Due Date: 16-Jun-2025
  
  
• Late Fee Type: One Time
  
  
• Amount: ₹200
  
  

Advantages of Head Wise Late Fee Setting

• Extremely flexible fine structure.
  
  
• Allows different penalties for different fee heads.
  
  
• Supports complex late fee rules based on actual school policies.
  
  
• Reduces manual calculation.
  
  
• Fully automated fine posting during fee collection.
  
  

✅ Note:
Head Wise Late Fee Setting takes priority over general late fee setting if both are configured for the same fee component.

3.7.3 Assign Waive Off / Manual Late Fine

Description

The Assign Waive Off / Manual Late Fine feature is used to:

• Apply manual fine adjustments.
  
  
• Waive off late fee for specific students.
  
  
• Modify fine amount manually in special cases where system-generated fine is not applicable or needs correction.
  
  

This facility is generally used by admin or authorized fee operators for student-specific cases.

Screen Overview

📸 Screenshot:

Field Description

Student Fee Details

Once student is selected, fee details are displayed as:

When to Use

✅ If late fine needs to be waived due to:

• Medical reasons
  
  
• Genuine delay
  
  
• Fee committee decision
  
  

✅ If manual late fine needs to be applied because:

• Fine was not auto-calculated correctly
  
  
• Special fine applicable based on school decision
  
  
• Late fee calculated outside system logic
  
  

Step-by-Step Process

1️⃣ Select Class & Section

• Use dropdowns to select class and section.
  
  

2️⃣ Search Student

• Use search box or scroll list to select student.
  
  

3️⃣ Select Fee Type & Installment

• Choose correct fee type and installment month.
  
  

4️⃣ View Fee Details

• Fee details with heads and current fine will be displayed.
  
  

5️⃣ Apply Waive Off

• Tick the checkbox to waive off late fine fully for that head.
  
  

6️⃣ Apply Manual Fine

• Enter manual fine amount in input box.
  
  
• Only applicable if partial or custom fine is to be assigned.
  
  

7️⃣ Update

• Click Update button to save changes.
  
  

Use Case Examples

Use Case 1️⃣ : Complete Waive Off

Aarav Sharma's late fee of ₹200 (School Late Fine) is fully waived off due to family medical emergency.

• Select student.
  
  
• Tick Waive Off checkbox for Late Fine (School) head.
  
  
• Click Update.
  
  

Use Case 2️⃣ : Manual Fine Entry

ERP Head wants to apply ₹100 late fine manually for delay in fee submission.

• Select student.
  
  
• Enter 100 in Manual Late Fine box for required head.
  
  
• Click Update.
  
  

Use Case 3️⃣ : Partial Waive Off with Reduced Fine

Management approves 50% fine: Instead of ₹200, student will pay ₹100.

• Enter 100 in Manual Late Fine.
  
  
• Leave waive off box unchecked.
  
  
• Click Update.
  
  

Important Notes

• This option only impacts late fine heads.
  
  
• Once manual fine is assigned, system-generated fine is overridden.
  
  
• Proper authorization is recommended before making changes.
  
  
• Use Reason field to maintain audit trail.

3.8 SET DUE LIMIT

Purpose

The Set Due Limit feature allows the school to define a minimum payment threshold for different classes and fee types. If a student pays the specified percentage or amount of the due fee before the due date, no late fine will be charged, even if the remaining balance is still unpaid.
This helps in:

• Providing partial payment flexibility to parents.
  
  
• Avoiding late fee on small outstanding balances if significant payment has been made on time.
  
  

Screen Overview

📸 Screenshot:
(Refer to the shared images)

Field Description

How It Works

• When late fee calculation is triggered after due date:
  
  

• System checks if the student has paid at least the configured threshold.
  
  
• If yes, no late fee is charged.
  
  
• If not, full late fee is applied as per standard policy.
  
  

Use Cases

🔷 Use Case 1 — 50% Payment Relaxation Policy

School decides that if a student pays at least 50% of the School Fee before due date, no late fine should be charged.

• Select Class = 2
  
  
• Select Fee Type = School
  
  
• Late Fee on Due = Yes
  
  
• Set Due Limit = 50% (configured in backend/admin panel).
  
  
• Save.
  
  

🔷 Use Case 2 — Fixed Amount Due Limit

For Transport Fee, late fine should not apply if student pays at least ₹2,000 before due date.

• Select Class = (specific class)
  
  
• Select Fee Type = Transport
  
  
• Late Fee on Due = Yes
  
  
• Set Due Limit = ₹2000
  
  
• Save.
  
  

🔷 Use Case 3 — Disable Late Fine for Low Balance

Management wants to stop late fine for any student who has paid significant portion, even if some amount remains.

• Select Class = All
  
  
• Select Fee Type = All Fee Types
  
  
• Late Fee on Due = Yes
  
  
• Set Due Limit = 90%
  
  
• Save.
  
  

Important Notes

• This setting applies before late fine calculation.
  
  
• Helps avoid disputes when parents pay major portion but small dues remain.
  
  
• Due limit is configurable both in percentage or fixed amount (as per backend configuration).
  
  
• Proper review is recommended while setting limits to maintain financial discipline.

DEFINE AND ASSIGN CONCESSION

3.9.1 DEFINE CONCESSION

The Define Concession feature in the Fee Module allows school administrators to create, view, and manage various fee concession categories that can be applied to students. This functionality helps in streamlining the process of offering financial relief or special discounts based on student categories, staff relationships, or other defined criteria.

Purpose:

To manage and organize different concession types and their associated names for accurate and efficient fee processing.

Interface Overview:

The Define Concession screen includes the following key components:

1. Concession Name Field
   
   

• A mandatory text input box (highlighted with a red border when empty).
  
  
• Used to enter the name of the specific concession (e.g., "POOR FUND", "RTE WITH TRANSPORT").
  
  

2. Concession Type Dropdown
   
   

• A selection menu listing pre-defined types of concessions such as:
  
  

• GENERAL
  
  
• EWS
  
  
• SIBLING
  
  
• TEACHER WARD
  
  
• SCHOLARSHIP
  
  
• Custom entries (e.g., "sib_1", "testing")
  
  

• This categorization helps group similar concessions for easier management and reporting.
  
  

3. Action Buttons:
   
   

• Save: Saves the entered concession name and type.
  
  
• View: Opens the list of all defined concessions.
  
  
• Print: Allows printing of the concession list.
  
  
• Reset: Clears the input fields to allow fresh entry.
  
  

Concession Name List View:

When the View button is clicked, a modal window appears displaying a tabular list of all defined concessions.

• Columns in the Table:
  
  

• Sr No.: Serial number of the concession entry.
  
  
• Select: A button to select a specific concession for review or editing.
  
  
• Concession Name: Displays the name of each defined concession.
  
  
• Concession Type: Shows the type under which the concession is categorized.
  
  
• Modified Date: The date when the entry was last updated.
  
  

• Pagination: Allows browsing through multiple pages of concession entries.
  
  
• Search Box: Enables quick filtering of concessions based on keywords.
  
  

Usage Example:

To add a new concession:

1. Enter "STAFF CHILD DISCOUNT" in the Concession Name field.
   
   
2. Choose "TEACHER WARD" from the Concession Type dropdown.
   
   
3. Click Save.
   
   

To view all concessions:

• Click the View button to open the concession list.
  
  
• Use the Search box to quickly locate a specific concession.
  
  

Best Practices:

• Use clear and standardized naming conventions for Concession Names.
  
  
• Regularly review and update concession types to avoid duplicates or outdated entries.
  
  
• Use the Print function to maintain a physical record or for audit purposes.
  
  

3.9.2 DEFINE FEE HEAD CONCESSION

The Define Fee Head Concession feature is used to assign specific fee concessions to individual Fee Heads (like Tuition Fee, Admission Fee, etc.) under selected concession categories. This allows for fine-grained control over which parts of the total fee structure a concession applies to.

Purpose:

To apply full or partial concession to specific fee components (Fee Heads) for students based on predefined concession categories such as EWS, SIBLING, STAFF WARD, etc.

Interface Components:

1. Concession Dropdown:
   
   

• Lists all predefined concession categories (created via 3.9 Define Concession).
  
  
• Select one to begin assigning discounts.
  
  

2. Installment Dropdown:
   
   

• Allows you to select specific installments (if the fee is divided across months or terms).
  
  
• This enables applying concessions only to particular installments if needed.
  
  

3. Fee Head Table:
   
   

• Select: Checkbox to enable the concession for that fee head.
  
  
• Fee Head: Lists all applicable fee heads (e.g., Admission Fees, Tuition Fee, Sports Fee).
  
  
• Amount: Enter the concession amount to be deducted from that fee head.
  
  
• IsPercent: Checkbox to indicate if the amount entered is a percentage instead of a flat value.
  
  

Use Case Example:

Scenario:
The school wants to give a 50% Tuition Fee concession and full waiver on Admission Fee for students under the EWS (Economically Weaker Section) category, but only in the First Installment.

Steps:

1. Go to Define Fee Head Concession.
   
   
2. From the Concession dropdown, select EWS.
   
   
3. In the Installment dropdown, select First Installment.
   
   
4. Check the row for Tuition Fee:
   
   

• Enter 50 in the Amount column.
  
  
• Check the IsPercent box to indicate it’s a 50% discount.
  
  

5. Check the row for Admission Fee:
   
   

• Enter 100 in the Amount column.
  
  
• Check the IsPercent box for a full (100%) waiver.
  
  

Once saved, this configuration ensures that students assigned to the EWS category will receive the defined concessions only in the first installment.

Best Practices:

• Ensure the concession type and installment are correctly selected before entering amounts.
  
  
• Double-check if the concession is meant to be a percentage or a fixed amount.
  
  
• Use consistent rules across similar concession categories to avoid confusion or errors in billing.

3.9.3 ASSIGN CONCESSION TO STUDENT

The Assign Concession to Student feature allows administrators to allocate predefined concessions (created in earlier steps) to individual students. This step ensures that fee discounts are accurately applied to the correct student records for billing and reporting.

Purpose:

To link students with eligible fee concessions (such as Sibling, EWS, Staff Ward, etc.) based on defined criteria like class, section, or student-specific conditions.

Interface Components:

1. Class & Section Dropdowns:
   
   

• Used to filter students by their current class and section.
  
  
• Example: Selecting Class 2, Section A filters and displays only those students.
  
  

2. Update Button:
   
   

• Refreshes the Student List based on the selected class and section.
  
  

3. Student List Table:
   
   

• Displays key student details:
  
  

• Adm No.: Admission number
  
  
• Bill No.: Fee bill number
  
  
• Student Name and Father Name
  
  
• DOB (Date of Birth) and DOA (Date of Admission)
  
  

• Concession Dropdown: Lists available concessions (from “Define Concession”).
  
  

• Multiple selections are allowed.
  
  
• Example: A student can receive both "SIBLING" and "SCHOLARSHIP".
  
  

• Select Checkbox: Used to select students for bulk concession assignments.
  
  

Use Case Example:

Scenario:
Class Teacher wants to assign Sibling Concession and Annual Charges Waiver to eligible students in Class 2 - Section A.

Steps:

1. Navigate to Assign Concession to Student.
   
   
2. Choose Class: 2 and Section: A, then click Update.
   
   
3. In the Concession dropdown beside each eligible student:
   
   

• Select SIBLING and SIBLING STUDENT (ANNUAL CHARGES).
  
  

4. Tick the Select checkbox if assigning to multiple students at once.
   
   
5. Click Save (if available) or proceed with fee generation—the concession is now linked to the selected students.
   
   

Important Notes:

• A student can be assigned multiple concessions.
  
  
• Ensure that the Define Concession and Define Fee Head Concession steps are completed before using this screen.
  
  
• Updating the list regularly ensures newly admitted students are not missed.
  
  

Best Practices:

• Use standardized naming for concessions to avoid confusion.
  
  
• Double-check concession combinations to ensure accurate billing.
  
  
• Maintain an audit log of changes if available in the ERP system.

3.9.4 DEFINE CONCESSION TYPE

Purpose:
This section allows the administrator to create and manage different Concession Types that classify various concessions provided by the institution. These types help in categorizing concessions based on eligibility criteria such as economic status, staff relation, merit, etc.

Functionality:

• The user can add a new concession type by entering the name (e.g., EWS, SIBLING, TEACHER WARD) in the text box.
  
  
• After entering the name, clicking Save will add it to the system.
  
  
• View opens a list of all existing concession types with details like modification date.
  
  
• The Print button allows printing of the concession type list.
  
  
• Reset clears the input field.
  
  

Use Case:
If the school introduces a new category of fee waivers for students under government schemes, the admin can define a new type such as "GOVERNMENT AIDED" here, which can later be linked to specific concessions.

3.9.5 Assign Concession

The Assign Concession feature is used to apply fee concessions for individual students based on predefined concession types. It allows school administrators to reduce the payable fee amount either by a fixed value or by percentage, on a specific fee head and installment.

🧭 Where to Find It
Navigate to:
Fee Module → Assign Concession

📋 Field Description

📊 Fee Breakdown Table

✅ Use Case

If an admin needs to:

• Apply a sibling or staff-child concession to a student
  
  
• Offer financial aid to a student due to a special situation
  
  
• Adjust fees temporarily for selected months/installments
  
  

This module enables controlled, auditable fee concessions without altering the original fee structure.

⚠️ Important Notes

• Only predefined concession types (configured in the Fee Setup module) will be available in the dropdown.
  
  
• Concessions can be fixed amounts or percentages, as configured per case.
  
  
• Ensure accuracy, as concessions affect fee collection reports and receipts.
  
  
• The "Copy to other installments" checkbox is helpful when applying the same concession across multiple terms.
  
  

3.9.6 Assign Concession to Single Student

The Assign Concession to Single Student feature enables administrators to directly assign a predefined concession to an individual student in just a few clicks. This is especially useful when concessions need to be granted on a case-by-case basis without going through the detailed fee structure.

🧭 Where to Find It
Navigate to:
Fee Module → Assign Concession to Single Student

📋 Field Description

✅ Use Case

If a school admin or fee in-charge wants to:

• Quickly assign a concession to a newly admitted student
  
  
• Provide a one-time concession without opening the detailed fee head structure
  
  
• Handle exceptions like manual approval of special concessions
  
  

This tool provides a streamlined and efficient way to process the request with minimal steps.

⚠️ Important Notes

• Only pre-configured concession types will appear in the dropdown. These must be created in the Fee Setup → Define Concession Type section.
  
  
• This method applies a blanket concession, which may not show detailed breakdown by fee heads or installments.
  
  
• It is recommended to use this only for individual and urgent adjustments. For structured, term-wise concessions, use the detailed “Assign Concession” page (3.9.5).
  
  

3.10 Verify Structure 

The Verify Structure section is used to cross-check whether the fee structure has been properly assigned to students based on their class, installment, and fee type. It ensures that no student is left without an assigned fee group or structure.

🧭 Where to Find It
Fee Module → Verify Structure

🔎 Search Filters

📋 Verification Table Columns

✅ Use Case Scenarios

• Post bulk or individual fee group assignment.
  
  
• Before initiating fee collection.
  
  
• During audits or verification checks.
  
  

⚠️ Important Notes

• If any student appears without a structure assigned, update their fee group immediately from the “Fee Group Allocation” section.
  
  
• Ensure all filters are correctly selected to view complete and accurate data.
  
  

3.11 Create Student Fee Structure

The Create Student Fee Structure section allows users to generate the installment-based fee structure for students by specifying the installment month, due-on date, and the final due date. This step is crucial before the system can generate fee bills or initiate fee collection.

🧭 Navigation Path
Fee Module → Create Student Fee Structure

🛠️ Fields & Functions

🔔 Usage Guidelines

• This step must be repeated for each month/installment.
  
  
• Ensure the due dates do not overlap with previous or future installments to avoid billing conflicts.
  
  
• Recommended to follow the academic calendar and fee policy while setting dates.
  
  

⚠️ Important Notes

• Once the structure is created, it reflects in the student’s fee details.
  
  
• Any errors in installment dates must be corrected by deleting and re-creating the structure.
  
  

3.12 Student Fee Details

The Student Fee Details screen provides a comprehensive view and management interface for an individual student’s fee structure, concessions, class grouping, transport assignment, and monthly fee components. It is primarily used by administrators to view or update student-specific financial and transport records.

🧭 Where to Find It
Navigate to:
Fee Module → Student Fee Details

📋 Field Description

🎓 Student Profile Information

🎯 Concession Details

🔧 Action Buttons

🚍 Transport Details

✅ Use Case

This section is used when:

• Updating or verifying fee details of a particular student
  
  
• Assigning or changing transport services
  
  
• Managing or reviewing concessions
  
  
• Categorizing students for billing groups or custom discounts
  
  

⚠️ Important Notes

• Ensure transport changes are reflected across related modules (e.g., transport billing).
  
  
• Any updates made here will directly affect fee calculation and reporting.
  
  
• Monthly transport fee percentages must be reviewed before finalizing.

3.13 DEFINE EXPENSE HEAD

Purpose:
This section is used to define and manage various Expense Heads under which school-related expenditures are recorded. It helps the finance or accounts team categorize and track operational expenses efficiently.

Field Descriptions & Actions:

• Define Expense Head:
   A text box where users can input the name of the expense category (e.g., Stationery, Lunch, Activity Fee).
  
  
• Save:
  Saves the new expense head into the system for future use.
  
  
• View:
   Displays a list of all existing expense heads in a pop-up window with options to view, search, or select.
  
  
• Print:
  Allows printing the list of defined expense heads for documentation or reporting purposes.
  
  
• Reset:
  Clears the input field for fresh data entry.
  
  

Use Case Example:

Let’s say the school purchases diaries for students and needs to record this expense.

• The accounts staff will go to the Define Expense Head screen.
  
  
• Enter Diary in the text box.
  
  
• Click Save.
  
  
• Now, whenever the diary expense is recorded in the Expense Entry module, this predefined head will appear as a selectable option, ensuring consistency and proper categorization.
  
  

This is especially helpful in tracking recurring or planned expenses such as Lunch, Transportation Fuel, Events, or Classroom Supplies.

Important Note:

• Avoid Duplicate Names: Ensure the same expense head is not created multiple times (e.g., "Lunch" and "Lunch " with space). This may cause confusion and affect reports.
  
  
• Use Standard Naming Conventions: Maintain clear and standardized names (e.g., use “Field Trip” instead of vague names like “Trip1”).
  
  
• Edit Instead of Recreate: If an expense head name needs modification, select it from the list and update, instead of creating a new one.

4.1 FEE ENTRY

Purpose:

This section facilitates the comprehensive recording and management of student fee payments. It allows administrative staff to process various types of fees, apply concessions, manage installments, and generate receipts, ensuring accurate financial tracking for the school.

Field Descriptions & Actions:

Student Information Panel (Left Side):

• Name: Displays the name of the selected student.
• Class & Roll No.: Shows the student's current class and roll number.
• Admission No.: Unique identification number for the student.
• Address: Residential address of the student.
• Father's Name & Mother's Name: Names of the student's parents.
• Contact No.: Primary contact number for the student/parents.
• Bill No.: Automatically generated bill number for the current fee entry.
• Fees Group: Indicates the fee structure group the student belongs to (e.g., Class Pre-Nursery - V).
• Father Mobile / Mother Mobile: Mobile numbers for the student's parents.
• DOB: Date of Birth of the student.
• DOA: Date of Admission of the student.

Fee Entry Controls (Top Section):

• Class/Section Dropdowns: Used to filter and select students by their class and section.
• Search Box: Allows searching for students by name or admission number.
• Total Student: Displays the total number of students in the selected class/section or matching the search criteria.

Fee Details & Payment Options (Middle Section):

• Entry Mode:

• Dropdown: Selects the mode of fee entry (e.g., School, Cheque, Online). "School" typically implies direct payment at the school counter.

• Fees Type:

• Dropdown: Specifies the type of fee being paid (e.g., School, Exam Fees, Activity Fees).

• Rec. Date:

• Date Picker: Automatically populates with the current date (e.g., 19-Jun-2025). Can be manually changed if the payment date differs from the entry date.

• Pay Mode:

• Dropdown: Selects the method of payment (e.g., Cash, Cheque, Online Transfer, Card).

• Receipt No.:

• Read-only Field: Displays the auto-generated receipt number for the current transaction.

• Remark:

• Text Box: Allows entry of any specific notes or comments related to the fee payment.

• Deposit Bank:

• Dropdown: If the payment mode is not cash, this allows selection of the bank where the payment will be deposited.

• Installment:

• Dropdown: Selects the specific fee installment being paid (e.g., Annual, Mid Year, October-November).

• Ref. No.:

• Text Box: Used to enter a reference number for non-cash payments (e.g., Cheque No., Transaction ID).

• Sponsor:

• Dropdown: If applicable, allows selection of a sponsor for the student's fees.

• Rec. Advance (Checkbox & Field):

• Checkbox: To indicate if an advance payment is being received.
• Field: To enter the amount of advance payment.

• Chq. Bounce (Checkbox & Field):

• Checkbox: To mark if a previously received cheque has bounced.
• Field: To enter the amount related to the bounced cheque.

• Discount (Checkbox & Field):

• Checkbox: To apply a discount.
• Field: To enter the discount amount.

• Adjust Advance (Checkbox & Field):

• Checkbox: To adjust a previously paid advance against the current fees.
• Field: To specify the advance amount to be adjusted.

• Manual Late Fine (Checkbox & Field):

• Checkbox: To manually add a late fine.
• Field: To enter the late fine amount.

• Wave Off (Checkbox):

• Checkbox: To waive off any applicable charges (e.g., late fees).

Action Buttons (Middle Section - Bottom Right):

• Reuse Receipt (Checkbox): Allows reusing a previous receipt template or number (use with caution).
• Send SMS (Checkbox): Triggers an SMS notification to the parents upon successful fee payment.
• Today's Collection: Displays the total amount collected on the current date (for the logged-in user).
• Assign Concession (Button): Opens a dialog to assign or modify concessions for the student.
• Show (Button): Displays the calculated fee details based on the selected criteria.
• Show Installment (Button): Displays a detailed breakdown of all fee installments for the student.

Fee Itemization Table (Bottom Section):

• Head: Lists individual fee components (e.g., Annual Charges, Tuition Fee, Sports Fee, ERP Fee).
• Actual Amt.: The predefined actual amount for each fee head.
• Conc. Amt.: The concession amount applied to each fee head.
• Last Rec. Amt.: The amount last received for this specific fee head.
• Payable Amt.: The net amount due for each fee head after any concessions.
• Amt. Being Paid: The amount being paid for each specific fee head in the current transaction. This field is editable.
• Fees Type: The type of fee associated with each head.
• Pay Schedule: Indicates the payment schedule for the fee (e.g., Installment).
• Total Amt. Being Paid: Sum of all amounts entered in the "Amt. Being Paid" column.
• Dues Amt.: Displays any remaining outstanding balance.
• Advance Amt.: Displays any advance amount received that is not yet adjusted.
• Save (Button): Saves the fee entry and generates the receipt.
• Reset (Button): Clears all input fields for a fresh fee entry.

Use Case Example:

Let's consider a parent is paying the second installment of fees for their child, Anisha, for the month of October-November.

1. The administrative staff navigates to the Fee Entry screen.
2. They select "3" for Class and "A" for Section, then search for "Anisha" or her Admission No.
3. The system displays Anisha's details on the left panel.
4. Under "Installment," they select "October-November."
5. The system automatically populates the fee itemization table with the payable amounts for this installment.
6. The staff verifies the "Amt. Being Paid" column for each fee head (e.g., Tuition Fee).
7. If the parent pays by cash, "Pay Mode" remains "Cash." If by cheque, they select "Cheque" and enter the "Ref. No." (cheque number).
8. If an SMS confirmation is desired, they tick the "Send SMS" checkbox.
9. Finally, they click the Save button.
10. The system processes the payment, updates the student's fee ledger, and generates a receipt for the parent.

Important Note:

• Verify Student Details: Always double-check the student's name, class, and admission number before proceeding with fee entry to avoid misposting payments.
• Accurate Payment Mode & Reference: Ensure the correct "Pay Mode" is selected and that "Ref. No." is accurately entered for non-cash transactions for proper reconciliation.
• Confirm Amounts: Before saving, review "Amt. Being Paid" and "Total Amt. Being Paid" to ensure they match the actual amount received from the parent.
• Utilize Concession & Discount Features: Apply concessions or discounts before saving the fee entry to reflect accurate payable amounts.

4.2 STUDENT CREDIT ACCOUNT (CAFETERIA)

Purpose: This section is designed to manage individual student credit accounts specifically for cafeteria or canteen services. It allows the school to facilitate cashless transactions within the cafeteria, enabling students to purchase food items using a pre-loaded balance, thus providing convenience and efficient tracking of cafeteria expenditures per student.

Field Descriptions & Actions:

• Student Search/Selection Controls (Implied from general ERP layout):
  
  

• Class/Section Dropdowns: Used to filter and select students by their class and section.
• Search Box: Allows searching for students by name or admission number.
• Student Information Display: (Similar to Fee Entry) Once a student is selected, their name, class, roll number, and admission number will be displayed, confirming the correct student is being managed.

• Credit Account Management Fields:
  
  

• Current Balance:

• Read-only Field: Displays the student's current available credit balance in their cafeteria account.

• Add Credit Amount:

• Text Box: Users can input the amount of money to be added to the student's cafeteria credit.

• Deduct Amount:

• Text Box: Users can input the amount of money to be deducted from the student's cafeteria credit (e.g., for refunds or corrections).

• Remarks/Description:

• Text Box: Allows for entering a brief description or reason for the credit addition or deduction (e.g., "Monthly Cafeteria Top-up," "Refund for damaged item").

• Date:

• Date Picker: Automatically populates with the current date, but can be adjusted if the transaction relates to a past date.

• Action Buttons:
  
  

• Add Credit (Button): Processes the transaction to add the specified amount to the student's credit balance.
• Deduct (Button): Processes the transaction to deduct the specified amount from the student's credit balance.
• View Transaction History (Button/Link): Displays a detailed ledger of all credit additions and deductions for the selected student, including dates, amounts, and remarks.
• Print Statement (Button): Allows printing a statement of the student's cafeteria credit account history.
• Reset (Button): Clears the input fields for new data entry.

Use Case Example: Let's say a parent wants to add ₹1000 to their child, Anisha's, cafeteria account for the upcoming month.

1. The administrative or cafeteria staff will navigate to the Student Credit Account (Cafeteria) screen.
2. They will search for and select "Anisha" using the provided search filters.
3. The system will display Anisha's current credit balance.
4. In the Add Credit Amount field, the staff will enter 1000.
5. In the Remarks/Description field, they might enter "Monthly Cafeteria Top-up - June."
6. They then click the Add Credit button.
7. The system updates Anisha's credit balance by adding ₹1000, and this transaction is recorded in her credit history. Anisha can now use this balance to make purchases at the school cafeteria.

Important Note:

• Real-time Updates: Ensure that the cafeteria system is integrated to reflect real-time updates of student balances as purchases are made.
• Reconciliation: Regularly reconcile the credit account transactions with actual cash or bank receipts to ensure accuracy.
• Parent Communication: Establish clear communication channels with parents regarding how to top up accounts and how to view transaction history.
• Security: Implement proper access controls to ensure only authorized personnel can add or deduct amounts from student credit accounts.

4.3  STUDENT CREDIT ACCOUNT (other)




4.4 PRINT FEE RECEIPT AND CERTIFICATE

Purpose:

This section allows the user to generate and print the fee receipt and payment certificate for individual students or in bulk. It’s especially useful for providing parents with official proof of payment or for generating documents for audits or school records.

🧭 Where to Find It:

Navigation:
 Fee Module → Print Fee Receipt & Certificate

Field Description:

• 
  Fee Receipt No.
  
  
• Student Details
  
  
• Cheque No.
  
  
• DD No. |
  | Class / Section | Select the class and section to filter students. |
  | Search Box | Enter the student's name, receipt number, or related detail for a quick search. |
  | Installment | Filters receipts based on specific fee installments (e.g., April, May). |
  | Print All | Generates printable receipts and certificates for all students listed in the search results. |
  | Receipt No. | Displays the receipt number issued at the time of fee payment. |
  | Fees Type | Shows the type of fee paid (School, Transport, etc.). |
  | Receipt Date | Date on which the fee was paid. |
  | Name | Student's full name. |
  | Paid Amount | Total amount received. |
  | Cheque/DD/NEFT | Payment instrument used (if applicable). |
  | Duration | Period for which the fee was paid (e.g., May, Term 1). |
  | Print Receipt | Button to download/print the fee receipt. |
  | Print Certificate | Button to download/print a fee payment certificate (often required for tax or scholarship purposes). |
  
  

✅ Use Case:

• A parent visits the school and requests a duplicate fee receipt for April.
  
  
• An administrator needs to generate a payment certificate for a student applying for a scholarship.
  
  
• At the end of a session, the admin prints all fee receipts for accounting or audit submission.
  
  

This module streamlines such processes by providing quick access to payment history and printing options.

⚠️ Important Notes:

• Make sure to select the correct Installment or Receipt Number for accurate data retrieval.
  
  
• Use the Print All button only after carefully filtering your list to avoid bulk printing errors.
  
  
• The receipt format and certificate format are usually predefined by the school admin or ERP provider.
  
  
• Only finalized and saved transactions will appear in this section—pending entries are not included.

4.5 Fee Type Assign to User

The "Fee Type Assign to User" functionality is designed to delegate specific fee types—such as School Fee, Transport Fee, or Hostel Fee (HNR Fee)—to designated ERP users. This control helps schools manage fee operations by defining which user is authorized to access or handle which category of fees in the system.

🧭 Where to Find It

Navigate to:
Fee Module → Fee Type Assign To User

Field Description

✅ Use Case

Suppose a school accountant is only responsible for managing Transport Fees. The admin can assign only the “Transport” fee type to this user, limiting access to unrelated fee types like Hostel or School fees. This setup enhances operational clarity and prevents unintentional fee modifications by unauthorized users.

⚠️ Important Notes

• A user must be assigned at least one fee type to operate within the fee module.
  
  
• Access to specific fee types governs the user’s ability to generate receipts, enter fees, or view fee-related reports.
  
  
• Admin users typically have access to all fee types by default, but even admin permissions can be adjusted here if needed.
  
  
• Changes made here take effect immediately for the selected user.

4.6 Modify Fee Receipt

The Modify Fee Receipt feature allows authorized users to make changes to previously recorded fee receipts. This includes editing payment details, updating the receiving date, or adjusting the amounts under different fee heads. It ensures accuracy in case of data entry errors or late corrections, and is a vital utility for finance and admin teams in schools.

🧭 Where to Find It
 Navigate to:
Fee Module → Modify Fee Receipt

🔶 Field Descriptions

✅ Click Modify to save changes or Reset to clear unsaved edits.

✅ Use Case

Suppose a fee receipt was generated, but:

• The payment date needs correction due to system delay.
  
  
• An amount was mistakenly entered under the wrong fee head.
  
  
• Payment mode (Cheque/Cash/NEFT) details need to be updated.
  
  
• A concession was missed and must be applied retroactively.
  
  

In such scenarios, the finance admin can open this section, locate the receipt by student name or receipt number, and make the required adjustments securely.

⚠️ Important Notes

• Only authorized personnel (as defined by the system admin) should have access to this module.
  
  
• Always provide a valid reason and approver name to maintain transparency and for audit purposes.
  
  
• Changes made here will reflect in fee reports and ledgers, so double-check before saving.
  
  
• All modifications are time-stamped and logged for accountability.
  
  

4.7 Cancel Fee Receipt

The Cancel Fee Receipt feature allows authorized users to cancel an already generated fee receipt. This is essential in cases where an error has occurred during fee collection—such as incorrect amount entry, duplicate payment, or cheque bounce. Upon cancellation, the payment record is voided from the system, ensuring financial accuracy and eliminating discrepancies in reports.

🧭 Where to Find It
 Navigate to:
Fee Module → Cancel Fee Receipt

🔶 Field Descriptions

✅ Use the Reset button to clear search filters and refresh the form.

✅ Use Case

If a finance user realizes that:

• A receipt was created under the wrong student name
  
  
• A cheque has bounced after fee entry
  
  
• The payment entry was duplicated or miscalculated
  
  

They can search for the receipt using student details or receipt number, select the correct entry, provide a reason, and click Cancel Receipt. This removes the transaction from the ledger while maintaining a record for audit purposes.

⚠️ Important Notes

• Cancellation must be accompanied by a valid reason to ensure accountability.
  
  
• Only authorized staff can perform this action.
  
  
• Once canceled, the fee record is considered null for financial and academic reporting purposes.
  
  
• If the cancellation is related to a bounced cheque, ensure proper communication with parents/guardians and adjust the payable amount accordingly.

4.8 Delete Fee Receipt

The Delete Fee Receipt functionality is used to permanently remove an existing fee receipt from the system. Unlike cancellation (which retains a voided record), deletion erases the receipt entirely, along with its associated financial records. This feature is primarily used in case of incorrect entries made during testing, duplicate entries, or user errors that must be permanently cleaned from the system.

🧭 Where to Find It
Navigate to:
Fee Module → Delete Fee Receipt

🔶 Field Descriptions

✅ Use Case

Suppose an operator accidentally:

• Collected fee against the wrong student
  
  
• Created multiple receipts for a single payment
  
  
• Made test entries that are not valid
  
  

They can use this module to locate the exact receipt, give a valid reason, get approval if needed, and delete the entry to maintain clean financial records.