Fee Management Module
This module handles all financial aspects of student fees including structures, assignments, discounts, and payments.
Fee Structures
Fee structures define templates for fees per program and academic year.
Fee Types
| Type | Description |
|---|---|
| Tuition | Academic instruction |
| Lab | Laboratory facilities |
| Library | Library access |
| Sports | Sports facilities |
| Exam | Examination charges |
| Hostel | Accommodation |
| Transport | Bus/transport service |
| Development | Infrastructure |
| Caution | Refundable deposit |
Fee Frequency
| Frequency | Description |
|---|---|
| Semester | Charged each semester |
| Annual | Charged once per year |
| One-time | Single charge (admission) |
| Monthly | Monthly charges |
Fee Assignments
Fee assignments link specific fees to specific students for specific semesters.
Assignment Status
| Status | Condition | Description |
|---|---|---|
| Pending | Balance > 0, not past due | Payment upcoming |
| Partial | Paid > 0, Balance > 0 | Part payment made |
| Paid | Balance = 0 | Fully paid |
| Overdue | Balance > 0, past due date | Past deadline |
Balance Calculation
Balance = Amount - Discount Amount - Paid Amount
Fee Discounts
Discount Types
| Type | Description |
|---|---|
| Scholarship | Merit-based academic |
| Merit | Performance-based |
| Financial Aid | Need-based |
| Staff Ward | For staff children |
| Sibling | Multiple children discount |
| Sports | Athletic achievement |
| Early Bird | Early payment incentive |
Note
Use either percentage OR fixed amount, not both.
Payments
Payment Methods
| Method | Transaction ID Required |
|---|---|
| Cash | No |
| Cheque | Yes (cheque number) |
| Bank Transfer | Yes (transfer reference) |
| Card | Yes (transaction number) |
| UPI | Yes (UPI reference) |
Receipt Generation
Receipts are auto-generated with format:
RCP-YYYYMMDD-XXXXExample:
RCP-20250115-0001
Fee Workflow
Create Structure
→
Assign to Students
→
Apply Discounts
→
Collect Payments
→
Generate Receipts
Processing a Payment
Go to Payments
Navigate to Payments in Admin Panel
Click Create New
Opens the payment form
Fill in details
Fee Assignment, Amount, Date, Method, Transaction ID
Click Create
Receipt auto-generated, fee assignment updated
Best Practices
- Structure Setup: Create fee structures before semester starts
- Assignment: Assign fees promptly at semester start
- Payment Processing: Record payments immediately, issue receipts
- Overdue Management: Monitor due dates, send reminders