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Fees Collection

Overview

The fees module defines what to charge (fee structure) and records payments (collection), generating receipts and defaulter reports.

Who can use it

Role Access
Accountant / cashier Collection, receipts
Admin Structure setup, discounts, waivers
Teacher / Student View own dues (student portal)

Before you start

  • [ ] Academic year active
  • [ ] Fee structure defined (class-wise, item-wise, or student-wise)
  • [ ] Students admitted with correct fees category

Define fee structure

  1. Open Masters / Fees → Fee Structure (wording varies by school).
  2. Select Academic Year and Class (or all classes).
  3. Add fee items (tuition, transport, exam, hostel, etc.) with amounts and due dates.
  4. Save and verify totals for a sample class.

Collect fees from a student

  1. Open Fees → Fee Collection (item-wise or consolidated screen per your menu).
  2. Select Academic Year, Class, Division, and Student (or search by name/admission no.).
  3. Review outstanding items and amounts.
  4. Enter payment amount, mode (cash, cheque, UPI, online), and date.
  5. Apply discount or fine if applicable and authorized.
  6. Click Save / Collect and print receipt.

Tip

Partial payments are supported when the screen allows paying individual fee items. Confirm which items were cleared on the receipt.

Online / UPI payments

If your school enables online collection, payments may post automatically from the payment gateway. Reconcile online fee reports with bank settlements regularly.

Defaulters and reminders

  1. Open Report → Fee Defaulters (or similar).
  2. Filter by class, amount due, or date range.
  3. Send SMS/email reminders via Communication module or automated triggers if configured.

Common tasks

Task Menu area
Reprint receipt Fee collection history / receipt reprint
Fee waiver Collection screen with authorized discount
Transport fee only Select transport fee item
Year-end clearance Defaulter report + follow-up

Reports

Report Use when
Daily collection Cashier closing
Class-wise collection Management review
Defaulters Follow-up campaigns
Item-wise summary Audit and budgeting

Tips

  • Always verify academic year before collection—collecting against the wrong year is a common error.
  • For tax-wise fee collection schools, ensure tax flags match your compliance setup.
  • Lock or restrict back-dated entries per school policy.

Troubleshooting

No fee items appear — Fee structure missing for class/year, or student fees category mismatch.

Receipt print blank — Check Crystal/report configuration and browser pop-up blocker.