In EDUBase, unpaid balances carry forward into the next fee challan automatically, with an optional month-wise breakdown of old dues on the voucher. For dues from a previous system, use Upload First Time Arrears so they appear on the student's first challan.
How do unpaid balances move onto the next fee challan?
Once a student's challans are generated and paid in EDUBase, you do not need to add arrears by hand. Any unpaid balance on a challan rolls into the next challan for that student automatically.
This also covers partial payments. If the counter takes part of a challan's amount, the remaining balance is treated as an old due and appears on the following voucher. Because the same student record feeds fees, attendance and exams, the arrears always belong to the right child, even after a class or campus change.
If you want families to see where the outstanding amount comes from, a month-wise breakdown of old dues can print on the voucher, so the parent sees which months are unpaid rather than a single lump sum.
- Unpaid balances carry forward without re-entry.
- Partial payments leave the remainder as arrears on the next challan.
- An optional month-wise breakdown of old dues prints on the voucher.
How do I bring old dues from registers or a previous system?
When a school moves to EDUBase, outstanding balances from paper registers or earlier software need to be loaded once so the first challan is correct. Use Upload First Time Arrears to bring these old dues in from an Excel file; they are then added to the student's first challan.
During onboarding, the EDUBase team can load old dues and past payments for you as part of data migration, so the first challans go out with the right totals. After go-live, the finance office can run these uploads itself, and large files are processed in the background with an in-app notification when they finish.
When generating challans in bulk, the generation step also offers first-time payables, which is useful for amounts that should only appear on a student's first voucher.
- Upload First Time Arrears: old dues onto the first challan.
- Upload Challan Payments: past payments, so payment history is complete.
- Upload Fee Plans: assign fee plans in bulk before generating challans.
Can I add an amount to challans that are already generated?
Yes. If the month's challans already exist and you discover an outstanding amount, a fine or an extra charge that should be collected, you can add an amount or a custom fee head to the generated challans instead of deleting and regenerating them.
For one child only, the per-student fee change lets you adjust a single challan or change the fee permanently, with any concession recorded against the fee plan. Where discounts and payments are set to go through approval, a manager can review them before they take effect.
How do I check the arrears are correct before vouchers go out?
Before printing or sending vouchers, it is good practice to compare what each family is being asked to pay against your own records. EDUBase gives the finance office several views for this.
- Fee Intimation: what families are being asked for this month, before they pay.
- Detail Fee Report: charges and payments by student, fee particular and month.
- Payment History: every payment a student or family has made, in one list.
- Fee defaulters by total amount, by family or by month, each with print and SMS/WhatsApp actions.
- Student change log: who changed a student's fee, class or status, and when.
What happens to the dues of students who have left?
When a student is marked as left with a leaving date, their history is kept. The Students Not Currently Enrolled view keeps leavers' old dues, challans and payment history reachable, so the finance office can still follow up on or settle outstanding amounts. If the child returns and is re-activated, their record and history are already there.
How are challans with arrears paid at the bank?
Where bank fee collection is enabled, each challan prints a consumer number that the parent can pay at a partner bank branch, ATM, banking app or 1Bill/1LINK channel. The full voucher amount, including carried-forward dues, is what the bank sees on inquiry.
When the payment is made, it is posted in real time and shows in Paid Challans, Payment History and Day Wise Paid Challans. A challan already paid answers as paid to any later inquiry, so a family cannot be charged twice.
Ways outstanding dues reach a student's fee challan in EDUBase
| Situation | How the dues reach the challan | Who usually does it |
|---|---|---|
| Unpaid balance from an earlier EDUBase challan | Carried forward automatically into the next challan, with an optional month-wise breakdown on the voucher | No action needed |
| Partial payment taken at the counter | The remaining balance carries forward to the next challan | No action needed |
| Old dues from paper registers or previous software | Upload First Time Arrears from Excel onto the first challan | EDUBase team during onboarding, or the finance office after go-live |
| Past payments from the previous system | Upload Challan Payments so payment history is complete | EDUBase team or finance office |
| Extra charge or fine found after challans are generated | Add an amount or custom head to the existing challans | Finance office |
| One student's fee needs correcting | Per-student fee change for a single challan or permanently | Finance office, with approval if configured |
| Dues of a student who has left | Kept reachable in Students Not Currently Enrolled | Finance office |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.