In EDUBase, fee heads such as tuition, admission and annual charges are the particulars of a fee plan in Fee Management & Challans, each with per-month amounts and repeating months. Build the heads you need, then attach the plan to classes or students.
What is a fee head, and where does it sit in fee setup?
A fee head is one named line of charge, such as tuition, transport, exam or admission. In EDUBase these are your own fee heads. You are not limited to a fixed list, so the names on the voucher match the names your office already uses.
Fee heads are grouped into fee plans, and the fee plan is what a class or a student is linked to. The plan holds the amount for each head, month by month. This is why fee setup is best done once, carefully, before the first challans are generated.
How do I create fee heads such as tuition, admission and annual charges?
Open the fee plans and particulars area of Fee Management & Challans and build the plan from your own heads. The steps below are the usual order for a finance officer.
- Decide the list of heads first: tuition, transport, exam, admission, annual charges and any others your school bills.
- Create each head as a particular of the fee plan.
- Enter the amount for each month. Where an amount repeats, use the repeating months option instead of typing it twelve times.
- Create a separate plan wherever the amounts differ, for example per class, or per student where needed.
- Link the plan to the class or student, then generate one trial challan and check the heads and totals before running the whole school.
Can I rename a fee head?
Fee heads are yours to define, so the wording on the voucher is under your control. If you want to change a head's name, for example from "Annual charges" to "Annual fund", ask the in-app AI assistant in English or Roman Urdu, which links to the exact screen and tutorial video. You can also contact EDUBase Support on +92 306 9580389.
Before renaming a head that already appears on issued challans, check how it will look on old and new vouchers. Reports that group by fee head, such as the Class Wise Fee Particular Report, will show the heads as you have named them.
How do one-time and large charges like admission and annual fees behave?
Not every head is monthly. Admission and annual charges are usually billed once or a few times a year, so set them only in the months when they apply.
If a large fee is too heavy for one month, installment challans split it across separate vouchers. For a fine, an extra charge or a custom head on challans that already exist, use Add amount to generated challans rather than rebuilding the plan.
What should finance check before generating challans?
Fee setup errors are cheaper to fix before challans go out. A short checklist helps.
- Every class has a fee plan linked and no head is missing.
- Per-student fee changes and concessions are recorded against the plan.
- Challan settings and branding show the right bank account and notes.
- Arrears carried forward are loaded if you are moving from another system. Bulk import can bring first-time arrears onto the first challan.
- A preview or single trial challan matches what you expect.
Who can change fee setup, and how is it tracked?
Rights are granted per user, per screen and per action, so you can let a clerk view fee plans while only the finance head edits them. Discounts and payments can wait for a manager's approval.
The User Logging page records who created, changed or deleted a record, with the change highlighted. This gives finance a clear trail if a fee head or amount is questioned later.
How different charges are set up and billed in EDUBase fee management
| Charge type | How to set it up | What happens at challan time |
|---|---|---|
| Tuition | Fee head in the fee plan with per-month amounts and repeating months | Appears on every monthly challan generated for the class |
| Transport | Separate fee head, with a plan for students who use it | Billed only to students whose plan includes it |
| Admission | Fee head set for the admission month only | Appears on the first challan |
| Annual charges | Fee head set in the relevant month, or split into installments | Billed once, or across installment vouchers |
| Exam fee | Fee head in the months when exams are held | Appears only on those months' challans |
| One child's different fee | Per-student fee change, for one challan or permanently | That child's challan shows the changed amount |
| Fine or extra charge | Add amount to generated challans | Added to challans that already exist |
| New session increase | Yearly fee increment across students | New amounts apply from the new session |
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.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- 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.