ABC INTERNATIONAL SCHOOL
Comprehensive Documentation
IQdigit ERP Practical Manual Real-World Practical Examples

Fee Management Complete Interactive Manual

Manual Table of Contents

27 Topics

Fee Module Master Operational Workflow Guide

Complete end-to-end setup guide with practical school examples

This manual explains how to configure school fees step-by-step using exact navigation paths, practical real-world scenarios (e.g. how Tuition Fee or Exam Fee is added), and field-by-field entry guidelines.

Navigation Path: FEE ➔ DEFINE FEE ➔ FEE HEAD
1

Step 1: How to Create Master Fee Heads?

Defining primary fee categories before class assignment

Step 01

Practical Example: How Tuition Fee & Computer Fee are Added

Create "TUITION FEE" as a main head. For sub-charges like "COMPUTER LAB FEE", select TUITION FEE or MISC FEE as its Parent Fee Head.

Form Fields & Entry Instructions:

Form Field Name Sample Value Field Action & Explanation
FeeHead Name TUITION FEE Type exact title of the fee appearing on receipts.
Parents FeeHead [Select] / None Select [Select] for independent fees or parent for sub-fees.
FeeHead Order 1 Sequence priority number (1 appears top on receipt).
Link GL Account Tuition Fee Account Auto-map sales general ledger accounts.
Fee Type Regular Fee Choose Regular Fee or Hostel Fee.
Status Active Select Active to make available for class allocation.
Fee Head Interface Click image to view full-screen preview 🔍
💡 What to do next? Once Fee Heads are created, go to Step 2 to set up class-wise fee structures.
Proceed to Step 2
Navigation Path: FEE ➔ DEFINE FEE ➔ DEFINE FOR CLASS
2

Step 2: How to Define Fee Structure for an Entire Class?

Setting up standard monthly, quarterly, or yearly class fee schedules

Step 02

Practical Example: Defining Class 1ST-RED Fee Structure

For Class 1ST-RED, set Tuition Fee = ₹1,000 Monthly (April to March) & Admission Fee = ₹2,000 Yearly (April only, New Admission).

Form Fields & Entry Instructions:

Form Field Name Sample Value Field Action & Explanation
Financial Year 01/04/2026 To 31/03/2027 Select active academic session.
Class Name 1ST-RED (or All) Select specific class section or All.
Particulars (Fee Head) TUITION FEE Choose Fee Head created in Step 1.
Amount 1000.00 Enter charge amount per installment.
Fee Type (Frequency) Monthly Recurrence: Monthly, Quarterly, Yearly.
Admission Type Both Select New Admission, Re-Admission, or Both.
Due Months 2026-04 to 2027-03 Check active installment due months.
Define for Class Interface Click image to view full-screen preview 🔍
💡 What to do next? Class structure defined! Go to Step 4 to push/sync these fees across student ledgers.
Allocate Class Fee (Step 4)
Navigation Path: FEE ➔ DEFINE FEE ➔ DEFINE FOR STUDENT
3

Step 3: How to Assign Custom Fees to an Individual Student?

Single student fee override, Olympiad, Fine, or Miscellaneous fees

Step 03

Practical Example: Adding Extra Olympiad Fee to Student "Aarav"

For Aarav Verma (Adm: 752), add an extra ₹500 Olympiad Fee. Search Aarav, choose MISC FEE, enter ₹500, set Remarks to Special Fee Imposed, and click Apply Instantly.

Form Fields & Entry Instructions:

Form Field Name Sample Value Field Action & Explanation
Enter Adm No / Reg No 752 (or Reg: 687) Type student's Adm No or Reg No and click Fetch Details.
Select Fee Head MISC FEE Choose specific fee category to charge this student.
Fee Amount 500.00 Enter individual charge amount.
Fee Remarks Category Special Fee Imposed Select reason: Routine Misc, Special Fee, Fee Hike, or Fine.
Due Month(s) 2026-04, 2026-05 Select target installment months and click Apply Instantly.
Define for Student Interface Click image to view full-screen preview 🔍
Navigation Path: FEE ➔ ALLOCATE FEE ➔ ALLOCATE FOR CLASS
4

Step 4: How to Allocate & Sync Fees Across an Entire Class?

Push defined class fee structures directly to student ledgers

Step 04

Practical Example: Pushing Class 1ST Fees To All Student Accounts

Select Class 1ST-RED, choose TUITION FEE, and click Add Fee. This instantly creates pending installments in the ledger accounts of all bacho in Class 1ST-RED.

Form Controls & Buttons Explained:

Control / Field Sample Value Field Action & Explanation
Select Class 1ST-RED Target class section to allocate or sync.
Select Fee Head TUITION FEE (or --All Fee Struc--) Specific fee head or --All Fee Struc-- for batch allocation.
Add Fee Button Click [Add Fee] Pushes fee installments into all student ledgers.
Sync Fee Button Click [Sync Fee] Refreshes ledgers for new admissions. Shows "Info !! Nothing is left to Sync!" if already updated.
Delete Sync Button Click [Delete Sync] Removes un-collected sync allocations if assigned by mistake.
Sync Fee Interface Click image to view full-screen preview 🔍
Navigation Path: FEE ➔ ALLOCATE FEE ➔ ALLOCATE FOR STUDENT
5

Step 5: How to Allocate & Manage Individual Student Fee Instalments?

Targeted student search, monthly list inspection, and manual fee reset

Step 05

Practical Example: Inspecting Student "Rohan Verma" Ledger

Search student Rohan Verma (Adm: 112). Inspect monthly unpaid installments (e.g. MISC FEE ₹400.00) and click Apply Class Fee or Sync Fee to update Rohan's account individually.

Form Controls & Buttons Explained:

Control / Field Sample Value Field Action & Explanation
Session 01/04/2026 To 31/03/2027 Select active academic session.
Search Student Rohan Verma (Adm: 112) Type Name or Adm No to load student's monthly fee list.
Apply Class Fee Button Click [Apply Class Fee] Forces standard class fee structure onto this student's account.
Sync Fee Button Click [Sync Fee] Synchronizes student fee heads with updated class rules.
Manual Read / Reset Unpaid Click [Reset Unpaid] Reads unpaid installments and resets uncollected charges safely.
📋 Student Instalments Breakdown (Sample: Rohan Verma - Adm: 112) Active List
Month Particulars Status Base Amount Payable Frequency
Apr, 2026 ADMMISSION FEE NEW UNPAID ₹ 100.00 ₹ 100.00 Yearly
Apr, 2026 MISC FEE UNPAID ₹ 400.00 ₹ 400.00 Monthly
Navigation Path: FEE ➔ DEFINE FEE ➔ DEFINE FOR STUDENT (DELETE AUDIT)
6

Step 6: How to Delete Incorrect Unpaid Fees & Track Audit Logs?

Safe unpaid fee deletion & administrative audit history tracking

Step 06
📋 Deleted Fee Details Audit Log Record Audit Tracked
Reg/Adm No Student Particulars Fee Head Deleted Amount Remarks Date / Time Deleted By
687 / 752 Aarav Verma (F: Rajesh) TUITION FEE ₹ 6,500.00 wrong fee_DELETE ALL UNPAID 2026-08-07 12:10:02 superadmin
Navigation Path: FEE ➔ COLLECT FEE
7

Step 7: How to Collect Student Fee & Issue Receipts?

Counter collection point for processing multi-mode fee payments

Fee Counter

Practical Example: Collecting Counter Fee for Student "Aarav Bansal"

Student Aarav Bansal (Class: 3RD-RED, Adm No: 334) comes to the accounts counter to pay Tuition Fee for APR-2026 & MAY-2026. You select his name, check due months, verify ₹10 payable balance, choose Cash mode, and click Pay Now ₹10/- to issue an official printed payment receipt.

Form Fields & Action Controls Explained:

Form Control / Field Sample Entry Value Field Action & Explanation
Academic Session 01-Apr-2026 TO 31-Mar-2027 Select the active financial year session for collection.
Search Student Aarav Bansal Joshi #334 Type Name, Adm No, or Roll No to fetch student profile & parent details.
Select Months APR-2026, MAY-2026 Check active pending installment months to calculate live payable amounts.
Fee Calculation Summary Base: ₹10 | Disc: ₹0 | Pay: ₹10 Displays real-time breakdown of Base Amount, Discounts, Payable Amount, Being Paid, and Remaining Balance.
Payment Mode Cash / Swipe / Cheque / Online Select collection channel: Cash, Swipe Card, Cheque, DD, Bank Deposit, Advance, or Online-Manual.
Narration Paid at counter cash Optional note or transaction reference number for auditing.
Pay Now Button Click [Pay Now ₹10/-] Processes payment, clears selected months, and generates an official printed fee receipt.
Online Pay Button Click [Online Pay ₹10/-] Triggers online payment gateway transaction or generates scan QR for digital payments.
📋 Counter Fee Calculation Live Breakdown (Sample: Aarav Bansal) Live Payment
Total Base Total Discount Total Payable Being Paid Balance Remaining
₹ 10.00 ₹ 0.00 ₹ 10.00 ₹ 10.00 ₹ 0.00
Collect Fee Interface Click image to view full-screen preview 🔍
Navigation Path: FEE ➔ COLLECT MISC FEE
8

Step 8: How to Collect Miscellaneous & Ad-Hoc Fees?

Processing non-regular collections like Prospectus, Club, or Security Fees

Misc Counter

Practical Example: Collecting Swimming Club Fee for "Aarav Gupta"

Suppose Aarav Gupta (Adm No: 558) joins the Swimming Club or purchases a prospectus. Since this is an ad-hoc charge separate from monthly tuition fees, you enter Admission No 558, select SWIMMING CHARGES, enter ₹500, choose Cash mode, and process the receipt without disturbing his regular monthly schedule.

Form Fields & Entry Guidelines:

Form Field / Control Sample Entry Value Field Action & Explanation
Academic Session 01/04/2026 To 31/03/2027 Select the active academic session for the transaction.
Admission No / Reg No 558 Type the student's Admission or Registration Number to identify the payer.
Received From Aarav Gupta / Parent Name Specify the name of the person making the payment for record-keeping.
Fee Amount 500.00 Enter the exact amount collected for the miscellaneous charge.
Fee Frequency Monthly / Yearly Select the frequency category: Monthly, Bi-Monthly, Quarterly, Half Yearly, or Yearly.
Fee Head SWIMMING CHARGES Select target ad-hoc head (e.g. Prospectus Fee, Security Fee, Sports Fee, Chess Club, etc.).
Payment Mode Cash / SWIPE / ONLINE Choose mode: Cash, SWIPE, ONLINE, Cheque, DD, or BANK DEPOSIT.
Mark as Advance Payment [Check / Uncheck] Check this box if the amount should be recorded as advance to be settled later.
💡 Pro-Tip: Miscellaneous collections generate instant receipts without altering the student's monthly fee structure.
Navigation Path: FEE ➔ FINE ➔ FINE SETUP
9

Step 9: How to Configure Automated Late Fee Fine Setup?

Setting up milestone slabs, daily/monthly rules, cutoff dates, and fine caps

Fine Rules

Practical Example: Late Fine Rule Beyond 10th of Every Month

Suppose fee is due on the 10th of every month. If a student pays after the 10th, you configure a Milestone-Based Fine: Day 1-8 delay = ₹50, Day 9-20 delay = ₹50, Day 21-30 delay = ₹50, with a maximum Fine Cap of ₹2,000 starting from June 2026 (`2026-06`).

Fine Calculation Algorithms Supported:

  • Per Day: Calculates fine strictly on a daily rate for each delayed day.
  • Per Month: Calculates fine on a flat monthly rate for each delayed month.
  • Milestone based then Per Day: Calculates milestone fine amounts for the first month, then shifts to Per Day calculation.
  • Milestone based then Per Month: Calculates milestone fine amounts for Month 1, then shifts to Per Month calculation.
  • Manual Lum Sum: Fixed one-time lump-sum penalty charged once the fee becomes overdue.
  • Per Day Then Per Month: Charges daily fine up to 30 days; beyond 30 days, shifts to monthly rate.
  • Milestone based - Fix Last Milestone beyond 1 month: Applies milestones up to 30 days, then fixes Milestone 3 fine amount for subsequent months.

Form Fields & Entry Guidelines:

Form Field / Control Sample Entry Value Field Action & Explanation
Fine Head Name FINE/LATE FEE Select or enter the master fine head category.
Fine Apply On Date 10 (Day of month) Cutoff day of the month after which late fine becomes active.
Fine Calc Base Milestone based then Per Day Choose algorithm rule for automated fine calculation.
Month Milestone Days (1, 2, 3) Day 8, Day 20, Day 30 Specify grace period day thresholds for Milestone Slabs 1, 2, and 3.
Amount Milestones (1, 2, 3) ₹ 50, ₹ 50, ₹ 50 Fine amount applicable at each respective milestone threshold.
Fine Caping 2000.00 Maximum late fine upper limit cap per student.
Fine w.e.f Month 2026-06 Effective start month from which fine rule takes effect.
Exclusions (Fee Heads / Months) [Select Excluded Heads] Exclude specific fee heads (e.g. Security Fee) or specific months from late fine.
📋 Configured Late Fine Rules List (Active Setup) Active Rule
Sr Fine Name Calc Base Cutoff Date M1 / M2 / M3 Days M1 / M2 / M3 Amt Fine Cap w.e.f Month
1 FINE/LATE FEE Per Day / Milestone 10th 8 / 20 / 30 Days ₹50 / ₹50 / ₹50 ₹ 2,000 2026-06
Navigation Path: FEE ➔ FINE ➔ WAIVE OFF FINE
10

Step 10: How to Waive Off Late Fees with Log Remarks?

Exempting student late fine charges upon official administrative approval

Fine Exemption

Practical Example: Waiving Late Fine for "Piyush" (Medical Exemption)

Suppose student Piyush (Adm No: E127 / Reg No: 606) was absent due to illness and submitted a Principal-approved medical certificate. You enter Adm No E127, select session 2026-2027, enter remarks "Medical exemption approved by Principal", and click Add to Waive-Off List to forgive the late fine safely.

Form Fields & Entry Guidelines:

Form Field / Control Sample Entry Value Field Action & Explanation
Academic Year 01/04/2026 To 31/03/2027 Select active academic session year for the waive-off operation.
Enter Adm No / Reg No E127 (or Reg: 606) Enter student Admission or Registration number to retrieve details.
Enter Remarks (Reason Log) Medical Leave - Principal Approved Mandatory note explaining why fine is waived. Recorded permanently in system logs.
Add To Waive-Off List Button Click [Add To Waive-Off List] Exempts student late fine amount and logs transaction history.
📋 Individual Student Fee - Waived Off & Summary List Exemption Active
Adm No Reg No Student Name Father Name Action
E127 606 PIYUSH Amrit Kumar Waived
287 P724 KAIRAV PAAM AARUN KUMAR Waived
💡 Pro-Tip: Waiving off a fine removes the late penalty from the student's ledger while creating an indelible audit log with the user's remarks.
Navigation Path: FEE ➔ FINE ➔ FINE RECONCILIATION
11

Step 11: How to Reconcile Late Fines (Fine Utility)?

Auditing and batch re-calculating student fine figures across academic sessions

Fine Utility

Practical Example: Auditing Late Fines for Session 2026 - 2027

Whenever fine setup rules are updated mid-session or when auditing previous year records for ABC Public School, you select session 2026 - 2027, enter the specific FID (Fine ID), and run reconciliation to ensure student ledgers match exact calculated fine slabs.

Form Fields & Entry Guidelines:

Form Field / Control Sample Entry Value Field Action & Explanation
Academic Year 2026 - 2027 (Almighty Public School) Select active or historical academic year session for fine auditing.
Search by FID FID-102 (or Specific Fine ID) Enter target Fine ID number to filter and reconcile specific student fine records.
Reconcile Action Button Click [Reconcile Fine] Re-computes overdue fine figures and updates student account ledgers.
💡 Pro-Tip: Fine Reconciliation resolves discrepancies between fine setup rules and student ledgers after session updates.
Navigation Path: FEE ➔ DISCOUNT
12

Step 12: How to Assign Fee Discounts & Concessions?

Allocating percentage or lump-sum concessions for siblings, staff children, or special categories

Fee Concession

Practical Example: Applying Sibling Discount for "Aarav Thakur"

Suppose student Aarav Thakur (Class: 5TH-OJAS, Adm: 225P) is eligible for a One Sibling Discount on his monthly fee (Base: ₹3,800). You select Aarav, choose One Sibling under Nature, select Percent(%) or Lump-sum, use ⚡ Bulk Apply to copy the rule across all months (Sep 2026 to Mar 2027), and click Apply Discount.

Form Fields & Entry Guidelines:

Form Field / Control Sample Entry Value Field Action & Explanation
Select Session 01-Apr-26 To 31-Mar-27 Select the active academic session for discount application.
Search / Select Student AARAV THAKUR | 5TH-OJAS | Adm: 225P Search and select target student to load monthly fee head breakdown.
Concession Nature Category One Sibling / Staff Discount / Blood Relation Choose category: One Sibling, Two Sibling, Staff Discount, Mid Year Admission, Coaching Relaxation, etc.
Discount Type Percent(%) / Lump-sum Select Percent(%) for percentage reduction or Lump-sum for flat deduction.
⚡ Bulk Apply Control Apply to all MONTHLY FEE rows Clicking Bulk applies the selected Nature, Type, and Value to all future month rows at once.
Reason Dropdown Discount/Fee Waive Off Select system reason: Discount/Fee Waive Off, Facility Not Availed, Wrong Entered, or Other.
Additional Remarks Sibling concession verified by admin Type custom explanatory notes for audit trail tracking.
Apply Discount Button Click [Apply Discount] Saves concession details and updates student's net payable monthly balances.
📋 Student Monthly Fee Head Concession List (Sample: Aarav Thakur - Adm: 225P) Active Concession
# Month Fee Head Base ₹ Payable ₹ Nature Type
1 2026-09 MONTHLY FEE NEW ₹ 3,800 ₹ 3,800 One Sibling Percent(%)
2 2026-10 MONTHLY FEE NEW ₹ 3,800 ₹ 3,800 One Sibling Percent(%)
💡 Pro-Tip: Using the ⚡ Bulk Apply feature saves time by propagating discount rules to all subsequent months automatically.
Navigation Path: FEE ➔ STUDENT LEDGER
13

Step 13: How to Inspect Student Financial Ledger Reports?

Complete annual financial statement and month-by-month payment tracking

Ledger Statement

Practical Example: Inspecting Annual Ledger for "Aarav Thakur"

Suppose parent of Aarav Thakur (Class: 5TH-OJAS, Adm: 225P) asks for an account statement. You select session 2026-2027, choose Aarav Thakur, and view his annual totals (Total Base: ₹60,080.00, Paid: ₹26,200.00, Balance: ₹33,880.00) along with individual monthly payment statuses (Paid through August 2026).

Form Controls & Ledger Indicators Explained:

Control / Metric Sample Entry Value Field Purpose & Explanation
Academic Session 01-Apr-2026 TO 31-Mar-2027 Select the active academic session year for statement generation.
Search Student AARAV THAKUR | 5TH-OJAS | Adm: 225P Type Name, Adm No, or Roll No to retrieve student profile and parents' details.
Total Base Amount ₹ 60,080.00 Gross sum of all fee heads defined for the entire session.
Total Paid vs Balance Paid: ₹26,200 | Bal: ₹33,880 Shows cumulative payments collected vs remaining uncollected fees.
Total Base ₹ 60,080.00
Total Discount ₹ 0.00
Total Payable ₹ 60,080.00
Total Paid ₹ 26,200.00
Total Balance ₹ 33,880.00
Total Due ₹ 0.00
📋 Month-by-Month Statement Summary (Sample: Aarav Thakur) 12 Months Session
Month Base ₹ Payable ₹ Paid ₹ Balance ₹ Status
April 2026 ₹ 6,840.00 ₹ 6,840.00 ₹ 6,840.00 ₹ 0.00 PAID
May 2026 ₹ 4,840.00 ₹ 4,840.00 ₹ 4,840.00 ₹ 0.00 PAID
September 2026 ₹ 4,840.00 ₹ 4,840.00 ₹ 0.00 ₹ 4,840.00 UNPAID
💡 Pro-Tip: The Student Ledger Report serves as an all-in-one financial audit tool for parent queries and annual audit reviews.
Navigation Path: FEE ➔ UTILITIES ➔ CUSTOM FEE HEAD ALLOCATE
14

Step 14: How to Allocate Custom Fee Heads & Settlement Rules?

Filtering student groups (Boarders/Day Scholars) and defining custom settlement amounts

Custom Allocation

Practical Example: Custom Fee for "BOARDERS" in Session 2026 - 2027

Suppose you want to allocate a custom hostel/boarding fee head to only **BOARDERS** who use transport. You select session 01-04-2026 - 31-03-2027, filter by Student Group BOARDERS and Transport Status Transport Allocated, locate student AADHRIT SHARMA (NUR-OJAS), click Add, and configure comma-separated custom settlement amounts.

Form Controls & Filter Parameters Explained:

Control / Filter Sample Entry Value Field Action & Explanation
Active Session 01-04-2026 - 31-03-2027 Select the active academic session for custom allocation.
Classes & Student Group NUR-OJAS | BOARDERS Filter target students by Class and Group category (BOARDERS, DAY SCHOLARS, or All Groups).
Transport Status Transport Allocated Filter by transport allocation (All Students or Transport Allocated).
Quick Search & Add Action AADHRIT SHARMA #282K Type student name and click Add to open Fee Heads Configuration.
Allow Custom Settlement Multiple amounts (e.g. 500, 1000, 1500) Enable custom amount settlement to accept comma-separated flexible installment payments.
💡 Pro-Tip: Custom Fee Head Allocation allows assigning flexible, multi-tier installment settlements to specific filtered student cohorts.
Navigation Path: FEE ➔ UTILITIES ➔ MANUAL FEE RECONCILE
15

Step 15: How to Verify & Reconcile Online Gateway Payment Orders?

Verifying pending or un-cleared online transaction statuses directly with Payment Gateways

Gateway Audit

Practical Example: Verifying "Pending" Online Payment for a Parent

Suppose a parent paid ₹4,840 online via Gateway, the money was deducted from their bank account, but the ERP receipt was not generated due to network timeout. You select the transaction date, search by Adm No or Phone Number, review the Order ID and Gateway response, and click Verify to reconcile the payment into the student ledger.

Form Controls & Verification Table Columns Explained:

Control / Column Name Sample Entry Value Field Action & Explanation
Select Date 2026-08-10 Select the date on which the online payment was attempted by the parent.
Search Input 225P (Adm No / Name / Phone) Filter pending orders using Student ID, Admission No, Student Name, or Mobile Number.
Order ID / Order ID (New) ORD2026081099231 Unique payment gateway reference order number generated at the time of checkout.
Gateway & Trans Response ICICI / Razorpay (SUCCESS / PENDING) Shows bank gateway status response and mapped Fine/Fee ID (FID).
Verify Action Button Click [Verify] Pings payment gateway API to fetch live status and auto-credit student ledger upon successful payment.
📋 Online Gateway Orders Verification Status Grid Gateway Sync
Student Name Adm No Order Date Order ID Amount Trans Response Gateway Action
No pending records for this date. (All online transactions are verified)
💡 Pro-Tip: Manual Fee Reconcile prevents double-charging parents by verifying unconfirmed bank transactions directly via Gateway APIs.
Navigation Path: FEE ➔ UTILITIES ➔ BROKEN FEE
16

Step 16: How to Fetch & Process Unprocessed (Broken) Fees?

Recovering and settling incomplete online payments trapped due to connection timeouts

Payment Recovery

Practical Example: Settling Trapped Online Payment for "Samayra Chauhan"

Suppose two online transactions (₹9,400 on 3-Jul-2026 and ₹4,100 on 5-Jul-2026, Total: ₹13,500.00) were deducted from parents' accounts but stuck due to browser closure. You enter Date From and Date To, click Fetch Unprocessed Fees, locate student Samayra Chauhan (FID: 12400), and click Process / Settle Action to post the fees into her account.

Form Controls & Recovery Indicators Explained:

Control / Indicator Sample Entry Value Field Action & Explanation
Date From / Date To 01-Jul-2026 To 10-Jul-2026 Select the date range during which incomplete online transactions occurred.
Fetch Unprocessed Fees Button Click [Fetch Unprocessed Fees] Queries the database to isolate orphaned transactions requiring manual settlement.
Total Records & Amount Summary Total Records: 2 | Total Amount: ₹ 13,500.00 Displays real-time count and cumulative value of trapped payments.
FID (Fee ID) & Student Details 12400 — SAMAYRA CHAUHAN (₹ 9,400.00) Displays unique fee ID, student profile, and trapped transaction amount per date group.
Action Button Click [Process / Settle] Settle the transaction and posts payment into student's active fee ledger.
📋 Unprocessed Fees Results Summary Grid 2 Pending Items
Date Group Sr No FID Student Name Amount Action
3-Jul-2026 (1 record) 1 12400 SAMAYRA CHAUHAN ₹ 9,400.00 Settle
5-Jul-2026 (1 record) 2 12401 STUDENT 2 ₹ 4,100.00 Settle
💡 Pro-Tip: Check Broken Fee utility weekly to resolve orphaned online transactions and prevent parent payment grievances.
Navigation Path: FEE ➔ UTILITIES ➔ POCKET MONEY
17

Step 17: How to Manage Student Pocket Money Transactions (Cr/Dr Wallet)?

Crediting parent deposits and debiting personal expenses for boarding students

Pocket Money Wallet

Practical Example: Debiting Bus Fare for Student "Pragati Bisht"

Suppose boarding student Pragati Bisht (Class: 9TH-OJAS, Adm: 77S) needs ₹1,134 from her pocket money wallet for bus fare & coaching fees. You select Class 9TH-OJAS, choose Pragati, enter Amount 1134, choose Dr (Debit), select Cash mode, type Narration "BUS FAIR + COACH FEE", and submit. Her wallet balance updates from ₹1,385 Dr accordingly.

Strict ERP Rule — Entry Non-Reversibility:

Note: Entries once created cannot be deleted or reversed directly. In case of a wrong entry, you must create another counter-entry (e.g., a Credit entry against an incorrect Debit) to cross-balance the mistake.

Form Controls & Fields Guide:

Control / Field Sample Entry Value Field Action & Explanation
Transaction Date 2026-07-09 Select the date on which the deposit or withdrawal took place.
Select Class & Student 9TH-OJAS | PRAGATI BISHT (#77S) Choose the student's class to load enrolled residential students.
Amount & Cr/Dr Type 1134.00 | Dr (Debit) Select Cr to deposit money into wallet or Dr to record student spending.
Pay Mode Cash / Online / Swipe / Bank Transfer Select payment channel: Cash, Online, Swipe, Bank Transfer, Cheque, Demand Draft, or Kind.
Narration BUS FAIR + COACH FEE Enter mandatory descriptive reason for audit verification.
📋 Pocket Money Transactions Log Grid (View All Entries) Audit Log
Trans Date Adm No Student Name Class Amount Balance Pay Mode Narration Created By
2026-07-09 77S PRAGATI BISHT 9TH-OJAS ₹ 1,134 Dr ₹ 1,385 Dr Cash BUS FAIR + COACH FEE RINGCHEN MEDUP
Navigation Path: FEE ➔ GRANT ONLINE ACCESS
18

Step 18: How to Grant or Revoke Online Fee Payment Access?

Controlling mobile app and portal online fee payment permissions individually or in bulk

Online Access Switch

Practical Example: Enabling Online App Payment for Class "5TH-OJAS"

Suppose you want to allow parents of Class 5TH-OJAS to pay fees online via Mobile App. You select session 01-04-2026 to 31-03-2027, choose Class 5TH-OJAS, locate student AARAV THAKUR (Reg: 612 / Adm: 225P), and switch his Fee Access option to Enabled (or use Bulk Actions ➔ Enable (Y) for the entire section).

Form Controls & Permission Switches Explained:

Control / Option Sample Value Field Action & Explanation
Academic Year 01-04-2026 to 31-03-2027 Select the active academic session year.
Class Filter 5TH-OJAS (or All Classes) Select a specific class section or All Classes to filter the student list.
Search Filter Input 225P (Adm / Reg / Name) Type Admission No, Registration No, or Student Name to search across classes.
Bulk Actions Dropdown Enable (Y) / Disable (N) Applies Enable (Y) or Disable (N) online payment access to all displayed class students in one click.
Individual Fee Access Radio Enabled / Disabled Radio Switch Toggles online payment portal/app access permissions for a specific student.
📋 Online Fee Payment Access Permissions List (Sample: Class 5TH-OJAS) App Access Active
# Reg No Adm No Student Name Father Name Class Fee Access Switch
1 612 225P AARAV THAKUR Susheel Kumar 5TH-OJAS Enabled (Y)
💡 Pro-Tip: Disabling online fee access prevents parents from paying online while resolving disputes or pending physical document verifications.
Navigation Path: FEE ➔ TRANSPORT ➔ ALLOCATE / DE-ALLOCATE TRANSPORT FEE
19

Step 19: How to Allocate / De-Allocate Transport Fees & Custom Allowances?

Assigning bus routes, de-allocating bus fees, or permitting custom transport payments

Transport Controls

Practical Example: Allowing Custom ₹50 Transport Fee for "Aarvi Verma"

Suppose student AARVI VERMA (Adm: E133 / Reg: 175) uses transport for half-route and is permitted a custom fee of ₹50 instead of standard route fare. You select session 01/04/2026 To 31/03/2027, enter Adm No E133, enter Allowed Amount 50, type remarks "Half-route transport fare approved by Transport Head", and click Add To Allow Custom Fee.

Form Fields & Action Controls Explained:

Control / Field Sample Entry Value Field Action & Explanation
Academic Year 01/04/2026 To 31/03/2027 Select the active academic session year for transport allocation.
Enter Adm No / Reg No E133 (or Reg: 175) Type Admission No or Registration No to fetch student particulars (*AARVI VERMA, Father: SH. SUDHIR KUMAR VERMA*).
Allowed Amount(s) & Remarks 50 (Comma-separated) + Remarks Enter custom allowed amounts (e.g. 50, 100) and log explanation remarks.
Add To Allow Custom Fee Button Click [Add To Allow Custom Fee] Saves custom transport fee allowance and logs administrative approval history.
📋 Student List - Allowed to Pay Custom Transport Amount Active Allowances
Adm No Reg No Student Name Father Name Amount Allowed Action
E133 175 AARVI VERMA SH. SUDHIR KUMAR VERMA ₹ 50.00 De-Allocate
💡 Pro-Tip: Allocate/De-allocate Transport Fee gives full flexibility to adjust route charges or set custom bus fees with complete audit logs.
Navigation Path: FEE ➔ UTILITIES ➔ SYNC FEE GROUP (BULK OPERATIONS)
20

Step 20: How to Perform Bulk Sync Operations on a Chosen Class?

Class-wide batch synchronization for Transport, Fee Groups, Student Ledgers, and GL Entries

Bulk Batch Sync

Practical Example: Refreshing Ledgers & Fee Groups for Class "UKG-OJAS"

Suppose you updated fee structures, transport routes, or student groups mid-session for Class UKG-OJAS or 1ST-OJAS. To ensure all student ledgers reflect the changes without updating students one-by-one, locate the class row in the grid and click Sync FEE Group, Sync STUD AC Ledger, or Sync Transport.

Bulk Sync Action Buttons & Functions Explained:

Action Button Sample Target Class Action Purpose & Operational Effect
Sync Transport 1ST-OJAS / UKG-OJAS Batch-synchronizes bus routes, pickup points, and monthly transport fee amounts for all students in the class.
Sync FEE Group NUR-OJAS / UKG-OJAS Re-aligns class fee structures, concession categories, and fee heads across all student accounts.
Sync STUD Group 2ND-OJAS Refreshes student group designations (e.g., Boarders, Day Scholars, Day Care).
Sync STUD AC Ledger 1ST-OJAS Re-computes paid vs unpaid installments and updates student account ledger balances.
Sync STUD GL Entries NUR-OJAS Synchronizes student accounting General Ledger (GL) sales entries for financial reporting.
📋 Bulk Operations On All Students of Chosen Class Grid Batch Controls
S.No Class Name Available Class Sync Actions
1 NUR-OJAS
Sync Transport Sync FEE Group Sync STUD Group Sync STUD AC Ledger Sync STUD GL Entries
2 UKG-OJAS
Sync FEE Group Sync STUD Group
💡 Pro-Tip: Using Class-wide Bulk Operations ensures all student ledgers, GL sales entries, and transport fees stay 100% synchronized across academic sessions.
Navigation Path: FEE ➔ UTILITIES ➔ ROLL NOS AS PER FEE PAID
21

Step 21: How to Allocate Student Roll Numbers w.r.t Fee Payment Order?

Automated class-wise roll number generation based on fee payment timestamps

Roll No Allocation

Practical Example: Allocating Roll Numbers for Class "1ST VEDA"

Suppose your school policy assigns class roll numbers based on fee payment priority for Session 01-Apr-2026 to 31-Mar-2027. For Class 1ST VEDA (13 Students with Receipts), the student who paid their fee receipt first is proposed Roll No 1, the second gets Roll No 2, and so on. You click Preview / Allocate, verify the list, and confirm assignment.

System Logic — First-Paid Priority Allocation:

Rule: "Student who paid receipt first will be assigned roll number first." Clicking Preview / Allocate loads the proposed order based on payment timestamps before saving roll numbers to student profiles.

Form Controls & Grid Indicators Explained:

Control / Column Sample Grid Value Field Action & Operational Purpose
Class Name 1ST VEDA / PLAY GROUP Displays class sections configured in the active academic session.
Students With Receipts 13 Students Shows the total count of enrolled students in the class who have cleared fee receipts.
Preview / Allocate Action Click [👁 Preview / Allocate] Opens modal preview showing proposed Roll No order sorted by payment date and time.
📋 Class-wise Roll Number Allocation Grid (Session 2026-2027) Payment Priority
S.NO Class Students With Receipts Actions
1 SPORTS DUTY 0
4 1ST VEDA 13
💡 Pro-Tip: Always click Preview / Allocate to inspect payment timestamps before finalizing student roll number assignments.
Navigation Path: FEE ➔ FEES GROUPING
22

Step 22: How to Define & Manage Master Fees Grouping?

Classifying students into broader fee groups such as Day Scholars and Boarders

Group Setup

Practical Example: Creating "DAY SCHOLARS" & "BOARDERS" Groups

Suppose your school has different fee rules for day scholars versus residential students. You navigate to Fees Grouping, enter Group Name "DAY SCHOLARS", set Status to Active, and click Save. Next, you create a second group named "BOARDERS". These groups become available across all fee definition and allocation filters.

Form Fields & Action Controls Explained:

Control / Field Sample Entry Value Field Action & Operational Purpose
Group Name DAY SCHOLARS / BOARDERS Type the title of the master fee classification group.
Status Radio Switch Active (or Inactive) Select Active to make this group available for class fee definitions and filtering.
Form Buttons Save / Update or Cancel Click Save to record the new group or Cancel to clear the form input fields.
📋 Master Fees Grouping List Active Groups
Sr No ID Group Name Inactive Status Action
1 1 DAY SCHOLARS 0 (Active) Edit
2 2 BOARDERS 0 (Active) Edit
💡 Pro-Tip: Configuring Fees Groups upfront allows seamless batch filtering when defining class fee structures or granting concessions.
Navigation Path: FEE ➔ STUDENT GROUPING
23

Step 23: How to Define & Manage Student Grouping?

Classifying enrolled students into administrative categories like Day Scholars and Boarders

Student Categories

Practical Example: Creating "DAY SCHOLARS" & "BOARDERS" Groups

Suppose you need to categorize students for hostel and day-care management. You navigate to Student Grouping, type Group Name "DAY SCHOLARS", select Status Active, and click Save. Then you repeat the process to create the "BOARDERS" group. These groups allow quick filtering in student ledgers, custom fee allocation, and transport mapping.

Form Fields & Action Controls Explained:

Control / Field Sample Entry Value Field Action & Operational Purpose
Group Name DAY SCHOLARS / BOARDERS Type the name of the student category group.
Status Radio Switch Active (or Inactive) Select Active to enable this group across student profiles and fee filters.
Form Buttons Save / Update or Cancel Click Save to store the group or Cancel to reset input fields.
📋 Master Student Grouping List Active Groups
Sr No ID Group Name Inactive Status Action
1 1 DAY SCHOLARS 0 (Active) Edit
2 2 BOARDERS 0 (Active) Edit
💡 Pro-Tip: Assigning student groups early simplifies batch operations, transport allocation, and customized fee structures.
Navigation Path: FEE ➔ Nomeclature
24

Step 24: How to Rename Fee Month Display Labels?

Mapping raw system database month codes into customized receipt display labels

Month Relabeling

Practical Example: Renaming "2020-04" to "APR-20" for Receipts

By default, system month entries are stored in date formats like 2020-04 or 2021-01. To ensure fee receipts, app notifications, and student ledgers display short, readable labels, you open Renaming and update 2020-04 to APR-20, 2020-05 to MAY-20, and 2021-01 to JAN-21.

Form Fields & Grid Columns Explained:

Column / Control Sample Grid Value Field Action & Operational Purpose
Old Name 2020-04 / 2021-01 System default raw session month identifier.
Rename (Custom Label) APR-20 / JAN-21 Type the customized label to print on student fee slips and receipts.
Active Status 1 (Active) Shows whether the month mapping rule is active in the system.
Actions Control Click [Edit / Update] Saves and updates the customized month label.
📋 Fee Month Renaming Master List Active Mappings
ID Old Name Rename (Display Label) Active Status Actions
1 2020-04 APR-20 1 (Active) Edit
2 2020-05 MAY-20 1 (Active) Edit
10 2021-01 JAN-21 1 (Active) Edit
💡 Pro-Tip: Custom month labels configured in Renaming automatically populate across all printed receipts, SMS alerts, and app screens.
Navigation Path: FEE ➔ RECEIPT ➔ VIEW RECEIPT DETAIL
25

Step 25: How to Search & Inspect Fee Payment Receipts?

Auditing transaction logs, searching by payment reference, and re-printing fee slips

Receipt Search

Practical Example: Verifying Online Receipt for "Panaysha Rana"

Suppose parent of Panaysha Rana (Adm No: 308, Father: Amit Rana) requests a duplicate receipt copy for an online transaction of ₹3,800 paid on 2026-08-13 (Ref No: 14875). You open View Receipt Detail, enter Adm No 308 or Pay Mode ONLINE, filter the entry, inspect FID 12709, and click Print / View Action to download or re-print the official fee slip.

Form Search Filters & Columns Explained:

Control / Column Name Sample Value To Enter Field Action & Operational Purpose
Receipt NO / ADM NO 308 (Adm No) Filter receipts by specific Receipt Number or Student Admission Number.
Student Name / Father Name PANAYSHA RANA / AMIT RANA Filter by student or parent name to locate historical receipts.
Pay Mode Dropdown ONLINE (Cash, SWIPE, Cheque, DD) Filter by collection channel: cash, SWIPE, ONLINE, cheque, dd, or BANK DEPOSIT.
Pay Reference No 14875 Search by transaction reference, UTR, or bank cheque number.
Search / Cancel Buttons Click [Search] or [Cancel] Executes search query or resets all input filter fields.
📋 Fee Payment Receipts Search Results Grid Transaction Found
S.No FID ADM NO Student Name Father Name R Date Due Amt Paid Amt Pay Mode Pay Ref No Action
1 12709 308 PANAYSHA RANA AMIT RANA 2026-08-13 ₹ 3,800 ₹ 3,800 ONLINE 14875 Print Slip
💡 Pro-Tip: Pay Reference No search allows instant cross-verification of online bank statements, UTRs, and cheque numbers.
Navigation Path: FEE ➔ RECEIPT ➔ FEE RECEIPT (RECEIPTS HISTORY)
26

Step 26: How to View Fee Receipts History & Execute Quick Actions?

Tracking payment timeline, searching by receipt number, printing, editing, and canceling receipts

Receipts History

Practical Example: Inspecting Receipt "almighty1235" for "ANAYSHA RANA"

Suppose parent of ANAYSHA RANA visits the counter to get a printout of Receipt No almighty1235 (₹3,800.00 paid on 13-Aug-2026). You open Receipts History, enter almighty1235 in Receipt No search box, locate the entry, and click the Print (🖨️) icon for instant printing or click Pay Next to process her next pending installment.

Form Search Filters & Quick Action Controls Explained:

Control / Action Icon Sample Entry Value Field Action & Operational Purpose
Select Session 01-Apr-2026 TO 31-Mar-2027 Select active academic year to load relevant session payment history.
Receipt No. Input almighty1235 Type specific receipt number and click the search icon.
Search Student Input ANAYSHA RANA (≥3 chars) Type at least 3 characters of student name or admission number to filter results.
🖨️ Print Icon Button [Print Icon] Opens print dialog / downloads official PDF fee receipt slip.
👁️ View Icon Button [View Icon] Opens detailed modal showing fee head-wise breakdown (Tuition, Transport, Fine, etc.).
✏️ Edit Icon Button [Edit Icon] Allows authorized admins to edit receipt remarks or payment modes.
🗑️ Delete Icon Button [Delete Icon] Cancels/deletes the receipt and restores unpaid installments to student ledger (logged in audit trail).
Pay Next Button Click [Pay Next] Redirects directly to Fee Counter screen to collect the student's next installment.
📋 Receipts History Payment Log Grid (Sample Data) Paid Receipts
RECEIPT NO. DATE AMOUNT STATUS ACTION CONTROLS
almighty1235 👤 ANAYSHA RANA 13-Aug-2026 ₹ 3,800.00 Paid
🖨️ 👁️ ✏️ 🗑️ 🔀
almighty1234 👤 ARNAV 03-Aug-2026 ₹ 5,400.00 Paid
🖨️ 👁️ ✏️ 🗑️ 🔀
💡 Pro-Tip: Using the Search Student filter allows instantaneous retrieval of a student's payment history without remembering exact receipt numbers.
Navigation Path: FEE ➔ DAYBOOK ➔ DAILY COLLECTION REPORT
27

Step 27: How to Generate Daily Collection Reports & Daybook?

Auditing cashier collections, payment mode summaries, and downloading daily financial daybooks

Financial Audit

Practical Example: Evening Counter Cash Audit for Date 13-Aug-2026

At the end of the day, the Chief Accountant needs to audit cashier poojathakur's cash counter collections for 13-Aug-2026. You select User Name poojathakur, set Date From/To 2026-08-13, check Display Pay Mode wise Summary, and click Search. The system displays line-item receipts along with Cash vs Online totals and provides a Daybook download button for closing accounts.

Form Search Filters & Report Options Explained:

Control / Filter Sample Value To Select Field Action & Operational Purpose
Payment Mode / User Name cash / poojathakur (or ALL) Filter collections by mode (cash, ONLINE, SWIPE, cheque) or specific cashier operator username.
Class & Fee Group Filter 5TH-OJAS | DAY SCHOLARS Filter collections by specific class sections or fee classification groups.
Date From / Date To 2026-08-13 TO 2026-08-13 Select single date for daily daybook or date range for periodic collection audit.
Report Checkboxes Pay Mode wise / Detailed Daybook Check Display Pay Mode wise Summary, Detailed Daybook, or Student Wise Consolidated formats.
Daybook Download Button Click [Daybook download] Exports complete daily collection report in formatted PDF / Excel file.
📋 Daily Collection Report & Payment Mode Summary [2026-08-13]
S.No RECEIPT NO DATE ADM NO STUD NAME CLASS FEE AMT TOTAL PAY MODE REF NO
1 almighty1235 2026-08-13 308 PANAYSHA RANA 5TH-OJAS ₹ 3,800 ₹ 3,800.00 ONLINE 14875

TOTAL PAYMENT SUMMARY - PAYMENT MODE WISE

CASH ₹ 0.00
ONLINE ₹ 3,800.00
SWIPE / CARD ₹ 0.00
GRAND TOTAL ₹ 3,800.00
💡 Pro-Tip: Always filter by specific cashier usernames at the end of the shift to verify cash-in-hand against the system Daybook.
Navigation Path: FEE ➔ REPORTS ➔ LEDGER HEAD WISE REPORT
28

Step 28: How to Generate Ledger Head-Wise Financial Reports?

Auditing revenues, collections, and outstanding balances broken down by individual fee heads

Head-wise Audit

Practical Example: Auditing Fee Head Breakdown for "ANSHIKA (Class: 8TH-OJAS)"

Suppose management needs a head-wise collection report for student ANSHIKA (Adm No: E105) in Class 8TH-OJAS. You select session 01-Apr-2026 - 31-Mar-2027, filter by Class 8TH-OJAS, and search for ANSHIKA. The report displays separate rows for MISC EXP. (Fully Paid: ₹2,000), MONTHLY FEE (Partial: ₹15,200 Paid / ₹30,400 Bal), and TRANSPORT FEE (Partial: ₹3,600 Paid / ₹7,200 Bal).

Form Search Filters & Executive KPI Indicators:

Filter / Metric Control Sample Value Field Action & Operational Purpose
Academic Session 01-Apr-2026 - 31-Mar-2027 Select specific session or All Sessions for multi-year head auditing.
Class & Fee Head Filters 8TH-OJAS | MONTHLY FEE Filter results by class section and individual fee head type.
Student Search Input ANSHIKA (or E105) Type Name, Admission No, or Roll No to filter specific student records.
Executive Financial KPIs Paid: ₹8,856,608 | Bal: ₹12,500,462 Summary cards for Total Base, Payable, Discounts, Paid, Outstanding Balance, and Overdue.
Total Base ₹ 22,150,370.00
Total Payable ₹ 21,357,070.00
Total Discount ₹ 793,300.00
Total Paid ₹ 8,856,608.00
Total Balance ₹ 12,500,462.00
Total Due ₹ 1,486,156.00
📋 Ledger Head Wise Detailed Breakdown Grid (Showing 1 to 3 of 1,081 entries) Fee Head Summary
Sr Student Name Class Adm. No. Fee Head Total Base Total Payable Total Disc. Total Paid Balance Status
1 ANSHIKA 8TH-OJAS E105 MISC EXP. ₹ 2,000.00 ₹ 2,000.00 ₹ 0.00 ₹ 2,000.00 ₹ 0.00 Paid
2 ANSHIKA 8TH-OJAS E105 MONTHLY FEE ₹ 45,600.00 ₹ 45,600.00 ₹ 0.00 ₹ 15,200.00 ₹ 30,400.00 Partial
3 ANSHIKA 8TH-OJAS E105 TRANSPORT FEE ₹ 10,800.00 ₹ 10,800.00 ₹ 0.00 ₹ 3,600.00 ₹ 7,200.00 Partial
💡 Pro-Tip: Filtering by specific Fee Heads (e.g. Transport Fee) allows accounting teams to evaluate individual revenue stream performance independently.