Fee Setup: From Fee Plans to Collection

What should fee setup include before billing starts?

Fee setup defines what each student owes and when each charge repeats. In EDUBase, fee plans use the school's own fee heads, such as tuition, transport, exam and admission, with per-month amounts and repeating months.

Plans can be defined per class or per student. Finance staff should check the student's assigned plan, concessions and opening dues before generating challans, because these determine the amounts requested from the family.

• Use recurring fee heads for regular charges and the appropriate repeating months.
• Record per-student concessions against the plan; a fee change can apply to a single challan or permanently.
• Link siblings under one family number when the school needs family vouchers, payments and reminders.
• During migration, use Upload First Time Arrears for old dues and Upload Challan Payments for past payments.

How does a fee plan become a challan?

A fee plan defines the charging rules; a challan is the payment request for the relevant period. EDUBase generates monthly or installment challans for a campus, class or the whole school, with optional prorating and first-time payables.

Large charges, such as admission or annual charges, can be split into installments on separate vouchers. Unpaid balances carry into the next challan, and a month-wise breakdown of old dues can print on the voucher.

• Check the billing scope and applicable charges before generation.
• Configure the voucher's bank account, header/footer notes, layout and school branding.
• Add a fine, extra charge or custom head to challans that already exist when required.

Which parts of monthly billing can run automatically?

EDUBase can generate challans on a fixed date, apply the school's late fee policy and send scheduled defaulter reminders. Every automation starts switched off, provides a preview before it acts and keeps its run history.

Scheduled generation uses the selected generation day, due date, expiry, campus and class scope. Optional parent alerts use the school's SMS template and a Parents App notification.

• Preview the affected students and amounts before applying an automation.
• Set late fees for the due date, the following day or after a grace period.
• Holiday-aware fines move from a weekly off or a Holiday Calendar date to the next working day.
• Choose reminder channels and whether to chase every outstanding balance or exclude families that paid something during the month.

How are counter and bank collections recorded?

At the counter, EDUBase supports full or partial challan payments, printable receipts and family-wise collection. When a parent pays several months together, a consolidated receipt can replace separate slips for each month. Discounts and payments can require a manager's approval.

For enabled bank collection, the voucher carries a consumer number. A parent pays through a supported bank or payment channel; the bank's payment call marks the challan paid and updates the finance ledger without manual entry at the school.

• Bank payments appear immediately in Paid Challans and Payment History.
• An already paid challan answers later bank inquiries as paid, protecting against duplicate collection.
• Bank collection is activated per school and per bank; counter collection can continue alongside it.

How does finance reconcile collections and outstanding dues?

Reconciliation checks receipts against collections and identifies amounts still outstanding. Day Wise Paid Challans shows collections by day and user, while Detail Fee Report breaks down charges and payments by student, particular and month.

Student Wise Fee Status shows paid and unpaid student counts per class. Defaulter reports can group outstanding fees by total amount, family or month, with print and SMS/WhatsApp actions.

• Use Fee Intimation to review what families are being asked to pay.
• Use Fee Audit Report for historical collection against the class and session at billing, unaffected by later promotions.
• Distinguish cleared amounts, amounts awaiting approval and totals in Fee Audit Report.
• Export fee reports to Excel or CSV when further reconciliation is needed.

How does the fee cycle connect to the accounts?

EDUBase posts fee payments and refunds to the finance ledger automatically. Finance staff can then review account entries through General ledger and GL inquiry and assess the books through trial balance, P&L and balance sheet statements.

Collection review should also cover approvals and corrections. Voided transactions lists cancelled fee transactions with who cancelled them and when. In the new ledger, posted entries are corrected through reversals, with both entries retained.

How fee collection approaches differ

Related modules

• Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
• Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.
• 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.
• Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
• Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.