In EDUBase you add an extra charge to fee challans in three ways: put the head in the fee plan before generation, change one child's fee with a per-student fee change, or use "Add amount to generated challans" for challans already issued. Large one-off amounts can instead be split into installment challans.
What is the difference between a fee head, a fee plan and a challan?
A fee head (fee particular) is the name of the charge — tuition, transport, exam, admission, annual fund, stationery. A fee plan is the combination of those heads with per-month amounts and repeating months, attached to a class or to an individual student. A challan is what the plan produces for a given month, with arrears carried forward from earlier unpaid balances.
Deciding where the charge belongs is the whole job. If it will repeat, it belongs in the fee plan. If it applies to one child, it belongs on that child's fee. If the challans are already printed and in parents' hands, it belongs on the generated challan.
- Fee plans and particulars: built from your own fee heads with per-month amounts and repeating months.
- Per-student fee changes: change one child's fee for a single challan or permanently, with concessions recorded against the plan.
- Add amount to generated challans: add a fine, an extra charge or a custom head to challans that already exist.
- Arrears carried forward: unpaid balances roll into the next challan, with a month-wise breakdown of old dues available on the voucher.
How do I add a recurring charge such as transport or exam fee?
Recurring charges are best handled as a fee particular inside the fee plan. Create the head once, set the amount and the months it repeats in, and every bulk challan run from then on picks it up automatically — for a campus, a class or the whole school.
Because the charge sits in the plan, the Class Wise Fee Particular Report will later show exactly how much transport, tuition or exam fee each class raised, which is far harder to reconstruct if the amount was typed onto vouchers one by one.
- Set the head and amount in the fee plan, not on the voucher, when the charge repeats.
- Use per-student fee changes for children who take the bus while the rest of the class does not.
- Yearly fee increment raises fees across students in one operation for a new session.
How do I add a one-off charge after challans are already generated?
Use "Add amount to generated challans". This is the screen for a fine, an extra charge or a custom head on challans that already exist, so you do not have to delete and regenerate the month.
Typical cases are a stationery charge agreed after the challans printed, an examination charge for one section, or an attendance fine. Attendance fines can also be set to flow to the next fee challan automatically from the Student Attendance module, and late fees can be applied by Fee Automation on the due date, after the due date or after a grace period — never landing on a weekly off or a Holiday Calendar date.
- Add the amount, then reprint single, family or compact multi-per-page vouchers as needed.
- Late fee automation previews which children would be affected and by how much before it charges anything.
- Every automation run is logged, so a missed or double month can be traced.
How should a large annual charge be handled?
A large annual fund or admission charge does not have to land on one voucher. Installment challans split it into separate vouchers, so the family receives a clear, payable amount each time rather than a single figure they are likely to delay.
If a concession is agreed, record it as a discount on the challan. Discounts and payments can be routed through a manager's approval, so no one at the counter can reduce a challan on their own.
Does an added charge still reach the bank and the ledger?
Yes. Each challan carries a bank-ready consumer number that partner banks and payment aggregators can look up, so a challan with an extra head is paid the same way as any other. When the parent pays, the bank calls EDUBase, the challan is marked paid and the finance ledger is updated, with no manual entry at the school.
Fee payments post to the books automatically, and a challan already paid answers as paid to any later inquiry, so a family cannot be charged twice for the same voucher. The payment shows in Payment History and in the Day Wise Paid Challans cash-up report like any counter payment.
- Bank collection is enabled per school and per bank; counter payments continue alongside.
- Bank payments appear in the same reconciliation views as cash and cheque.
- Detail Fee Report breaks charges and payments down by student, particular and month.
What should finance check before adding the charge?
Before pushing an extra head across a class, confirm the scope, the month and whether the charge is one-off or repeating. A charge added to the plan will come back next month unless you set the repeating months correctly.
After the run, use Fee Intimation to see what families are being asked for this month before they pay, and the Student Wise Fee Status report to see how many students in each class have paid and how many have not.
- Check whether the head should appear on every campus or only one.
- Decide whether siblings should see it once per family or once per child.
- Keep the head name consistent so the Class Wise Fee Particular Report stays readable.
Ways to put an extra charge on fee challans in EDUBase
| Method | Best for | When it is applied | What it affects |
|---|---|---|---|
| Fee particular in the fee plan | Transport, exam, tuition and other repeating heads | Before challans are generated | Every future bulk challan run for students on that plan |
| Per-student fee change | One child only, or a concession | Before generation, for a single challan or permanently | That student's challan; concession recorded against the plan |
| Add amount to generated challans | Stationery, a late correction, a fine, a custom head | After the challans already exist | Only the selected, already-generated challans |
| Installment challans | Annual fund, admission and other large one-off amounts | At generation | Splits the amount across separate vouchers |
| Attendance fine to challan | Absence fines | Automatically, from the attendance module | Adds the fine to the next fee challan |
| Late fee automation | Overdue challans under an existing late fee policy | On the due date, the day after, or after a grace period | Per-day fines up to the policy limit, skipping weekly offs and Holiday Calendar dates |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Student Attendance — Mark attendance from the class register, the Teacher App, a QR scan or a gate device, and tell parents instantly.