Use the per-student fee change in Fee Management & Challans. It changes one child's fee for a single challan or permanently, with the concession recorded against the plan, and leaves the class fee plan untouched.
How do I change one child's fee without touching the class?
In EDUBase, fee plans are built per class or per student from your own fee heads, such as tuition, transport, exam and admission, with per-month amounts. The class plan is the shared starting point for everyone in that class.
The per-student fee change in Fee Management & Challans is designed for exactly this case. You change the amount for one child, and you choose whether it applies to a single challan or permanently. Other students on the same plan keep their amounts.
Should the change be for one challan or permanent?
Decide this before you save, because it determines what next month's challan will show. The reason for the difference is usually the best guide.
- Single challan: suited to a one-off waiver, a correction or a special arrangement for one month. Later challans follow the normal plan.
- Permanent: suited to an agreed reduced fee, a staff-child concession or a sibling arrangement. Future challans follow the new amount.
- In both cases the concession is recorded against the plan, so finance can later see why this child pays differently.
What if the month's challan is already generated?
If challans already exist, you do not need to regenerate the whole class. You can give a discount on the challan itself, or use Add amount to generated challans to add a fine, an extra charge or a custom head to challans that already exist.
Discounts and payments can be set to wait for a manager's approval. For a finance officer this means a concession can be requested at the counter and confirmed by someone with authority before it counts.
How do I keep concessions under control?
A quiet fee change is a common source of disputes. EDUBase gives you several controls to keep individual changes visible.
- Approvals: discounts and payments can require a second person.
- Student change log: shows who changed a student's fee, class or status, and when.
- User Logging: records who created, changed or deleted a record, with the changed fields highlighted.
- Privileges: give the right to change fees only to the staff who need it, per screen and per action.
What if many students need a different fee?
If a group of children should move to another fee plan, changing them one by one is slow. Bulk update can change the fee plan or any other field for many students at once, and Upload Fee Plans assigns fee plans to students in bulk from Excel. For a new session, the yearly fee increment raises fees across students in one operation.
Use these only when the change is meant for a group. For one child, the per-student change is the safer route.
How do I check the result afterwards?
After changing a fee, look at the child's challan to confirm the amount. Reports such as Detail Fee Report show charges and payments by student, particular and month, and Payment History lists every payment a student or family has made.
Arrears carry forward automatically, so a change on an earlier month does not disappear from later challans where a balance remains.
Ways to change a fee and who they affect
| Approach | What it changes | Other students affected? | Best used when |
|---|---|---|---|
| Per-student change, single challan | One child's amount for one challan | No | A one-off waiver or correction |
| Per-student change, permanent | One child's fee going forward, with the concession recorded against the plan | No | An agreed reduced fee for the child |
| Discount on a challan | The payable amount on that challan; can wait for approval | No | A discount needing a manager's approval |
| Add amount to generated challans | Adds a fine, extra charge or custom head to existing challans | Only those you select | An extra charge after generation |
| Edit the class fee plan | Fee heads and amounts on the plan | Yes, everyone on that plan | The whole class fee is changing |
| Bulk update or Upload Fee Plans | Fee plan assigned to many students at once | Yes, those selected or in the file | A group moves to another plan |
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.
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.