In EDUBase, find the student's unpaid challan, record a full or partial payment at the counter and print the receipt; family-wise payment collects for all siblings with one receipt. Bank payments against the voucher's consumer number are marked paid automatically in real time.
How do I take a fee payment at the school counter?
Counter collection starts from the challan itself. Once the month's challans have been generated, the cashier looks up the student or family, opens the unpaid challan and records the amount received. EDUBase accepts a full payment or a partial payment, so a parent who pays only part of the dues can still be recorded accurately.
After the payment is saved, the receipt can be printed straight away. The payment then appears in the student's Payment History and in the Day Wise Paid Challans report for that day and that user, which is the report most school offices use for the daily cash-up.
- Find the student or family and open the unpaid challan.
- Enter the amount received, full or partial.
- Save the payment and print the receipt for the parent.
- Check the day's total in Day Wise Paid Challans before closing the counter.
How do I collect fees for siblings or several months together?
Siblings linked under one family number can be paid together. Family-wise payment lets the cashier collect for all the children in a family in one transaction and print a single receipt for the family, rather than one slip per child.
When a parent clears several months at once, a consolidated receipt prints one receipt instead of a separate slip for each month. Any balance left unpaid is not lost: arrears carry forward automatically into the next challan, and a month-wise breakdown of old dues can print on the voucher.
What if money comes in without a challan?
Some receipts do not fit the monthly challan list, such as a one-off charge collected at the front desk. Direct payment lets the cashier take money without going through the challan list and issue a receipt for it. If an extra charge or fine needs to be billed against challans that already exist, it can be added to the generated challans first and then collected in the usual way.
How are bank payments marked as paid?
Every challan prints a bank-ready consumer number. Parents can pay it at a bank branch, ATM, mobile banking app or through 1Bill and 1LINK channels. EDUBase supports collection through HBL, Bank Alfalah, Meezan Bank, PayPro and KuickPay.
When the parent pays, the bank's inquiry and payment calls are answered in real time. The challan is marked paid, the payment appears in Paid Challans and Payment History immediately, and the finance ledger is updated with no manual entry at the school. A challan that has already been paid answers as paid to any later inquiry, so a family cannot be charged twice for the same voucher.
Bank collection is enabled per school and per bank, and counter payments continue alongside it. Before vouchers go live, the EDUBase team configures the routing with the school's bank, shares test vouchers and confirms the bank's inquiry and payment tests.
How do approvals and reports keep fee collection under control?
Schools that want a second check can require payments and discounts to wait for a manager's approval before they are cleared. The Fee Audit Report shows collected amounts as cleared, awaiting approval and total, so finance can see what is still pending.
Fee receipts post to the finance ledger automatically, and every cancelled fee transaction is listed under Voided transactions with who cancelled it and when. User Logging records who created, changed or deleted a record, which helps when a payment needs to be traced.
- Day Wise Paid Challans: everything collected, by day and by user.
- Payment History: every payment a student or family has made.
- Student Wise Fee Status: paid versus unpaid counts per class this month.
- Fee defaulters by amount, family or month, with print and SMS/WhatsApp actions.
- Excel or CSV export of every fee report.
Ways to receive a fee payment in EDUBase
| Method | When it is used | How the challan is updated | Where the payment shows |
|---|---|---|---|
| Counter payment | Parent pays cash or other means at the school office | Cashier records full or partial payment against the challan | Payment History and Day Wise Paid Challans |
| Family-wise payment | Several siblings paid together | All children's challans paid in one step with one family receipt | Payment History for the family and Day Wise Paid Challans |
| Consolidated receipt | Parent pays several months at once | Payments recorded, one receipt printed instead of one per month | Payment History and Day Wise Paid Challans |
| Direct payment | One-off receipt outside the challan list | Money taken without opening the challan list | Payment History and Day Wise Paid Challans |
| Bank collection | Parent pays via branch, ATM, mobile app, 1Bill or 1LINK using the consumer number | Marked paid automatically in real time when the bank posts the payment | Paid Challans, Payment History and Day Wise Paid Challans |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- 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.
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.