Record non-fee income such as canteen rent or donations on the Add Other Income screen in the Finance & Accounting module, or post a journal entry directly. Fee receipts and salaries post to the ledger automatically.
Where do I record canteen rent, donations and other non-fee income?
In EDUBase, income that does not come from student fees is entered in the Finance & Accounting module. The simplest route is the Add Other Income screen, a plain form meant for items such as canteen rent, donations or any other receipt the school gets outside the fee challan.
Accountants who prefer to work in debits and credits can post a journal entry directly instead. Both routes feed the same double-entry ledger, so the figures appear in the same statements.
- Add Other Income: the simple form for non-fee receipts.
- Journal entry: direct posting for accountants who want full control of debit and credit.
- Add Expense: the matching simple form for money going out.
How does the chart of accounts fit in?
Before you record anything, the school's account heads should exist in the chart of accounts. You create your own heads and group them with GL groups, typing each one as asset, liability, equity, income or expense.
A sensible practice is to keep a separate income head for each source, for example one for canteen rent and another for donations. This makes the ledger and the profit and loss statement easy to read later.
- Create the account heads under the chart of accounts and GL groups.
- Type canteen rent and donation heads as income.
- Use the same heads each time so reports stay consistent.
What posts to the books automatically?
You do not need to re-enter fee money or salaries. Fee payments, refunds and salaries post to the ledger without re-entry, and bank payments appear in Payment History and Day Wise Paid Challans like any other payment.
This means the Other Income and Expense forms only need to cover what happens outside fees and payroll, which keeps data entry small and reduces the risk of double counting.
- Fee payments and refunds: automatic.
- Salary payments: automatic.
- Canteen rent, donations and similar items: entered by your finance team.
How do I check and report the income afterwards?
Once an entry is posted, you can drill from any account into its entries for a date range using the general ledger and GL inquiry, and print the result. The trial balance, profit and loss and balance sheet show the income alongside fee collection.
The cash report shows what came in and went out today, and the daily snapshot gives a frozen picture of students, fees and cash. Owners can also see today's income, expenses and net balance as Daily P&L on the Owner Dashboard and in the Owners App.
- General ledger and GL inquiry for entry-level detail.
- Trial balance, P&L and balance sheet for statements.
- Cash report and daily snapshot for daily cash-up.
- Daily P&L on the owner dashboard.
What if I make a mistake in an entry?
In the new ledger, a posted entry is never edited or deleted. It is reversed, and both the original and the reversal are kept, so the audit trail stays complete.
You can also close accounting periods so nothing more can be posted into them, and close the financial year with proper closing entries. If your school is moving from an older ledger, the old vs new ledger comparison lets you run both side by side and compare account by account before switching.
User Logging shows who created, changed or deleted records, and approvals can require a second person for sensitive actions.
- Correct by reversal, not by editing.
- Close periods after review.
- Check User Logging to see who did what.
Which method should finance staff choose?
For routine, repeat items such as monthly canteen rent or a donation received, the Add Other Income form is usually enough. Use a journal entry when the transaction involves several accounts, adjustments or something unusual. The table below compares the options.
Ways to record money in EDUBase Finance & Accounting
| Item | Where it is recorded | Entry needed from finance staff? |
|---|---|---|
| Student fee payments | Posted to the ledger from fee collection | No, automatic |
| Bank-collected fees | Posted as fee payments, visible in Payment History and Day Wise Paid Challans | No, automatic |
| Salaries | Posted from payroll | No, automatic |
| Canteen rent | Add Other Income screen | Yes |
| Donations | Add Other Income screen | Yes |
| Complex or multi-account transactions | Journal entry | Yes |
| Expenses | Add Expense screen | Yes |
Related modules
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Purchase Requisitions — Ask, approve, pay and settle school purchases, with every rupee traceable to a person.