In EDUBase every login has its own list of cash and bank accounts it may receive fee payments into. A school administrator ticks those accounts under Admin → Users & Privileges → open the user → Cash Account Privileges. The payment screens only offer the ticked accounts, and since 26 September 2026 the server also refuses a payment sent to any other account, so a clerk can never book money into an account they were not given.
What Cash Account Privileges control
A school usually collects fees into more than one place: cash at the front desk, a bank account for online transfers, sometimes a separate account per campus or per collector. In EDUBase those are ledger accounts in the Current Assets group, and each staff login is given the ones it is allowed to use.
The setting decides what the Payment Receiving Account list shows on every payment screen, and what the system will accept when the payment is saved. It also controls the Discount / Bad Debt account, so you can let someone collect fees without letting them write an amount off.
- Pay or Print Fee Challans — Pay Current Month and Pay & Print All Dues
- Fee Defaulters Total Amount → Pay
- Direct Payment, and the Multiple Challan Payments box
How to give a staff member an account
Anyone who can open Admin → Users & Privileges can do this; it is usually the school's super admin.
- Open Admin → Users & Privileges.
- Press the edit (pencil) button on the staff member.
- Scroll to Cash Account Privileges and tick the accounts they may collect into — for example Cash in Hand for a counter clerk.
- Save, and ask the user to reload their page.
"No payment receiving account is assigned to your login"
This message means the login has no account ticked — it is a setting, not a fault, so trying again or signing in again will not clear it. The payment page still opens and still shows what the student owes, but Submit stays inactive and explains why.
If the message names an account instead, the account was removed from that login while the page was open. Grant it again, or have the user reload the page and pick an account they do hold.
A message saying the accounts could not be loaded is different: that is a connection problem, and the Retry button on the notice is the right answer.
What if the account itself is missing?
Only accounts in the Current Assets group of your chart of accounts can receive fees. If a collection account was created in a group of its own, it will never appear in the Payment Receiving Account list, however the privileges are set. Create it under Finance → GL Accounts in Current Assets, then tick it for the staff who collect into it.
Online bank collections — KuickPay, Bank Alfalah, PayPro and similar — are posted by the bank integration itself, not by a staff login, so they are not affected by this setting.
Why it is worth setting up properly
When each collector holds only their own account, every fee report answers "who collected how much, into what" without anyone reconciling by hand. The Day Wise Paid Challans and Fee Audit reports then show the collection split by account, and a cash shortfall points at one person's account rather than the whole school's.
- Give a counter clerk the cash account only.
- Give the person who posts bank deposits the bank account.
- Give the discount or bad-debt account only to whoever may approve a concession.
What each staff member can do, by what is ticked
| What is ticked | Can take a payment | Can record a discount | What the screen shows |
|---|---|---|---|
| Nothing | No | No | A note naming the fix; Submit stays inactive |
| Cash in Hand only | Yes, into Cash in Hand | No | One account in the list; the discount box explains it is not assigned |
| Cash in Hand and a bank account | Yes, into either | No | Both accounts in the list |
| Cash and the discount account | Yes | Yes | Both boxes usable |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.