"Fees has been paid" means the school has recorded a full payment against a student's fee challan, so no balance remains on it. In EDUBase the payment shows in Payment History and Day Wise Paid Challans.
What does 'fees has been paid' mean?
When a school says fees has been paid, it means the amount due on a fee challan (the fee voucher) has been received and recorded. The challan is closed and no balance is left on it for that month or instalment.
The phrase can be used loosely. A parent may say they have paid when the money has only been sent. The school office treats a challan as paid only when the payment is entered in its records, either at the counter or automatically from the bank.
How is a payment recorded on a challan?
In EDUBase Fee Management, staff can use Pay or print challans to take full or partial payment. Money can also be taken without the challan list through Direct payment, and siblings can be paid together through Family-wise payment.
Every payment is printable as a receipt. When a parent pays several months together, a consolidated receipt can be printed instead of one slip per month.
Is a full payment different from a partial payment?
Yes. A full payment clears the challan. A partial payment reduces the balance but leaves part of it unpaid.
Unpaid balances roll into the next challan as arrears carried forward, so a part-paid challan does not disappear. A month-wise breakdown of old dues can print on the voucher.
What if the parent paid at the bank?
Each challan prints a consumer number that the parent can use at a branch, ATM, mobile app or 1Bill/1LINK channel. When the bank sends the payment, EDUBase marks the challan as paid and updates the finance ledger with no manual entry at the school.
The payment appears in Paid Challans and Payment History immediately. A challan that is already paid answers as paid to any later bank inquiry, so a family cannot be charged twice. Bank collection is enabled per school and per bank, and counter payments continue alongside.
Can a paid status wait for approval?
Yes. Discounts and payments can be set to wait for a manager's approval. The Fee Audit Report shows collected amounts as cleared, awaiting approval and total, so a director can see what has been received and what is still pending sign-off.
How can I verify that fees were really paid?
Check more than one place. A genuine payment should be traceable from the receipt to the school's reports.
If a payment was cancelled, the Voided transactions list in Finance & Accounting shows every cancelled fee transaction, with who cancelled it and when.
- Open Payment History to see every payment a student or family has made.
- Use Day Wise Paid Challans, the cash-up report, to see what was collected by day and by user.
- Run Student Wise Fee Status to see how many students in each class have paid this month and how many have not.
- Check the Fee defaulters reports to confirm that the family no longer appears as owing.
- Use User Logging to see who changed a fee or record, and when.
How are parents told about payment and dues?
Parents can follow their child's fees in the EDUBase Parents App on Android. Schools can also send fee reminders by SMS, WhatsApp, branded SMS or app notification. Automatic fee defaulter reminders can go out monthly on the day you choose.
Common fee statuses and what each means for the school office
| Status | What it means | Where to check it |
|---|---|---|
| Paid | The full amount is received and the challan has no balance | Payment History and Day Wise Paid Challans |
| Partially paid | Part of the amount is received and the rest remains due | Pay or print challans and the fee defaulters reports |
| Unpaid | No payment has been recorded against the challan | Fee defaulters and Student Wise Fee Status |
| Paid at bank | The bank has sent the payment and the challan is marked paid automatically | Payment History and Day Wise Paid Challans |
| Awaiting approval | The payment or discount waits for a manager's decision | Fee Audit Report |
| Carried forward | An unpaid balance has moved onto the next challan as arrears | The next challan's month-wise old dues breakdown |
| Cancelled | A fee transaction has been voided | Voided transactions list |
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.
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.