Open the student under Students Not Currently Enrolled, where old dues, challans and payment history stay reachable, then take payment on the pending challan at the counter or through the bank. The receipt posts to the ledger automatically.
Where does a left student's balance go in EDUBase?
When a child leaves, the school marks them as left with a leaving date. The record is not deleted, so the fee history stays with the student and can be re-activated if the child returns.
Left students appear in a separate view called Students Not Currently Enrolled. This keeps your active class lists clean, while their old dues, challans and payment history remain reachable for the finance office.
How do I find and review what the family owes?
Start from Students Not Currently Enrolled and open the student. Review the pending challans and the payment history before you contact the family, so that you quote the right figure.
Unpaid balances roll into the next challan as arrears, and a month-wise breakdown of old dues can print on the voucher. This helps when a parent asks how the total was reached.
- Check the challan list for unpaid or partly paid vouchers.
- Open Payment History to see every payment already made by the student or family.
- Use the Student change log to see who changed the student's fee, class or status, and when.
- If a sibling is still enrolled, remember that family grouping links brothers and sisters under one family number, so reminders and payments can work per family.
How can the family pay the outstanding amount?
There are several ways to collect. Which one suits depends on whether the parent is visiting the school or paying from home.
- At the counter: use Pay or print challans to take full or partial payment and print the receipt.
- Family-wise payment: collect for all siblings together and print one receipt for the family.
- Direct payment: take money without going through the challan list, for one-off receipts.
- Consolidated receipts: if the parent clears several months at once, print one receipt instead of one slip per month.
- Through the bank: where bank collection is enabled for your school, the voucher carries a consumer number that can be used at a branch, ATM, mobile app or 1Bill/1LINK channel, and the payment is posted in real time.
What should I do about discounts or waivers?
Families sometimes ask for a concession on old dues. A discount can be given on a challan, and discounts and payments can wait for a manager's approval, so the decision does not rest with one person.
Because changes are logged, you can later show who agreed to what. The User Logging page records who created, changed or deleted any record, with the change highlighted.
How do I chase a family that has not paid?
The fee defaulter reports can be viewed by total amount, by family or by month, each with print and SMS or WhatsApp actions. Reminder letters can also be printed and handed out.
Before you send messages, check that the contact number on file is current, since a family whose child has left may no longer be in regular touch with the school.
How is the payment recorded in the books?
Fee payments post to the finance ledger automatically, so there is no re-entry. Bank payments appear in Payment History and Day Wise Paid Challans like any other payment, which makes the daily cash-up straightforward.
For year-end checks, the Fee Audit Report shows historical fee collection by the class and session at the time of billing, unaffected by later promotions. A cancelled fee transaction is listed under voided transactions, with who cancelled it and when.
What if the old dues came from a previous system?
Schools that moved from registers or another system can bring old dues onto the first challan using Upload First Time Arrears, and Upload Challan Payments loads past payments so the history is complete. During onboarding the EDUBase team can also load these for you.
Ways to collect a left student's outstanding dues
| Method | Best when | What it involves |
|---|---|---|
| Counter payment | The parent visits the school | Take full or partial payment on the challan and print the receipt |
| Family-wise payment | Siblings are involved and dues are shared | Collect for all siblings together and print one receipt for the family |
| Direct payment | A one-off amount is agreed | Take money without going through the challan list and issue a receipt |
| Bank collection | The family prefers to pay away from school | Parent pays with the consumer number on the voucher; the bank posts the payment to EDUBase in real time |
| Reminder and follow-up | The family has not responded | Use a fee defaulter report with SMS or WhatsApp, or print a reminder letter |
Related modules
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- 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.
- 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.
- 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.