In EDUBase, a discount or payment on a challan can be set to wait for a manager's approval, so a second person confirms it before it counts. The Fee Audit Report then separates collected money into cleared, awaiting approval and total.
Why add an approval step to fee collection?
Fee collection is where cash, concessions and trust meet. A counter clerk who can give a discount and also receive the money has too much power over a single voucher. An approval step separates the person who records a discount or payment from the person who confirms it.
EDUBase supports this for fees. Discounts and payments on a challan can wait for a manager's approval. The same idea applies elsewhere in the platform: payments, discounts, salary changes and admissions can require a second person.
How does a discount approval work?
A discount is given on a challan from the Fee Management screens. If your school has chosen to require approval, the discount does not take effect on its own. It waits for a manager to review it.
The aim is that a concession is a decision, not a keystroke. The owner or principal decides who may approve, and the clerk who entered the discount cannot quietly confirm it unless they have been given that right.
- The discount is entered against a specific challan.
- It waits for a manager's approval instead of applying silently.
- Per-student fee changes are recorded against the plan, so concessions leave a trail.
- Admissions that ask for a discount can also be routed through an approval step.
How does a payment approval work before a fee is marked as cleared?
Payments taken at the counter, by family or as a direct payment can also be set to wait for a manager's approval. Until that approval, the money is treated as awaiting approval, not as cleared.
You can see this distinction in the Fee Audit Report. It shows collected money as cleared, awaiting approval and total, so an owner can tell at a glance how much is confirmed and how much still needs a decision.
Printing receipts is separate from approval. Every receipt is printable, including consolidated and family-wise receipts, but whether a payment counts as cleared depends on the approval setting your school has chosen.
What about payments made through the bank?
Bank fee collection works differently from a counter payment. The parent pays using the consumer number printed on the voucher, the bank calls EDUBase, and the challan is marked paid with no manual entry at the school. The payment then appears in Payment History and Day Wise Paid Challans like any other payment.
A challan that is already paid answers as paid to any later bank inquiry, so a family cannot be charged twice. The school keeps counter payments alongside bank collection, and approval rules apply to the counter side where you have chosen to use them.
Who can approve, and how is it controlled?
Approval only means something if the right people hold it. In Users, Privileges & Activity Log, rights are granted per user, per screen and per action, including view-only versus edit. You can also limit a user to the campuses granted to them.
Every change is recorded. The User Logging page shows who created, changed or deleted a record, with the changed fields highlighted and a severity badge. A daily summary of important changes goes to the navbar bell and the Owner App.
- Give approval rights to a manager, not to the counter staff.
- Restrict users to their own campuses in a multi-campus school.
- Review User Logging when a figure looks wrong.
- Use the Fee Audit Report to see cleared against awaiting approval.
What should an owner check each week?
A short routine is enough. Look at what is awaiting approval, check that discounts match the concessions you actually agreed, and compare the cash-up with the day's collection.
Day Wise Paid Challans is the cash-up report: everything collected, by day and by user. Fee defaulter reports then show who still owes, by total amount, by family or by month.
Fee collection routes and how approval applies to each
| Route | What happens | Approval or check |
|---|---|---|
| Discount on a challan | A concession is entered against the voucher | Can wait for a manager's approval |
| Counter payment | Full or partial payment taken and receipt printed | Can wait for a manager's approval; shown as awaiting approval until then |
| Family-wise payment | One payment for all siblings, one receipt for the family | Can wait for a manager's approval |
| Direct payment | One-off receipt without going through the challan list | Can wait for a manager's approval |
| Bank payment | Parent pays using the consumer number; the bank calls EDUBase | Posted automatically; paid vouchers answer as paid to later inquiries |
| Audit view | Fee Audit Report | Collected shown as cleared, awaiting approval and total |
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.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.