Fee Management

Complete module for managing student fees — from structure definition to payment collection and reporting.

Fee Management Flow

1. Define Fee Structures 2. Assign to Students 3. Collect Payments 4. View Reports

Tab 1: Fee Structures

Fee Structures define the types and amounts of fees for your branch.

Navigate to Fee Management in the sidebar.
Ensure the correct Branch and Academic Year are selected.
Click "Add Fee Structure".
Configure:
- Name — e.g., "Tuition Fee - Class 10"
- Fee Type — Tuition, Admission, Transport, Hostel, Exam, or Other
- Frequency — Monthly, Quarterly, Yearly, or One-Time
- Amount (₹) — Total annual/one-time amount
- Class — Assign to a specific class or leave as "All Classes"
- Late Fee Per Day — Amount charged per day after the due date
Click Save.

Tab 2: Assignments

Assign fee structures to students to create their payment schedule.

Switch to the "Assignments" tab.
Click "Assign Fee".
Select a Fee Structure from the dropdown.
Select a Class — students in that class will appear.
Check the students to assign the fee to (or use "Select All").
Set the Start Date for installment calculation.
Click Assign.

The system automatically generates installments based on the fee frequency:

Frequency	Installments	Due Day
Monthly	12 installments (one per month)	10th of each month
Quarterly	4 installments (Q1–Q4)	10th of quarter start month
Yearly	1 installment	End of start month
One-Time	1 installment	End of start month

Discounts & Scholarships

The system supports per-student discounts:

Merit Scholarship — Percentage discount for academic excellence
Sibling Discount — Discount for siblings enrolled in the same school
Custom discounts — Any other discount with a reason noted

Discounts are shown in the assignments table with the reason highlighted in purple.

Tab 3: Payments

Record fee payments from students.

Switch to the "Payments" tab.
Click "Record Payment".
Search for the student by name — start typing to see suggestions.
The student's pending installments will appear. Overdue ones are highlighted in red.
Select an installment to pay.
Enter:
- Amount — Full or partial payment
- Payment Mode — Cash, UPI, Card, or Net Banking
- Transaction Ref — UPI reference, card auth code, etc.
- Payment Date — Defaults to today
- Waive Late Fee — Check to waive the calculated late fee
Click "Record Payment".
A receipt is automatically generated and displayed.

Fee Receipts

Every payment generates a unique receipt (e.g., RCP-20260224-A1B2C3) containing:

School and branch information (name, address, phone)
Student name and academic year
Fee breakdown (amount + late fee)
Payment mode and transaction reference
Collector name

Click the Print button to open a print-ready version in a new window.

Tab 4: Reports

Three types of reports are available:

Pending Fees Report

Lists all unpaid or partially paid installments. Shows student name, fee type, amount pending, due date, days overdue, and status. Overdue rows are highlighted.

Class-wise Collection Report

Shows fee collection summary per class — total amount, paid, pending, and collection percentage with visual progress bars.

Branch-wise Collection Report

School-wide view comparing fee collection across all branches. Useful for School Admins to monitor branch performance.

Daily Collection View

The Payments tab also shows the Daily Collection Report:

Select a date to view all payments made on that day
Summary cards show total collected, late fees, transaction count, and breakdown by payment mode
Click the receipt icon on any row to view/print the receipt

Late Fee Calculation

Late fees are automatically calculated when a payment is recorded after the due date:

Late Fee = Days Overdue × Late Fee Per Day (from Fee Structure)

Late fees can be waived at the time of payment by checking the "Waive Late Fee" option.