Open the challan under Pay or print challans, enter the amount the parent actually pays and save it as a partial payment. The unpaid balance then rolls into the next challan automatically as arrears.
How do I record a partial fee payment in EDUBase?
Partial payment is part of normal fee collection in EDUBase. In Fee Management & Challans, the Pay or print challans feature lets the cashier take either full or partial payment against a challan, so the school does not need a spreadsheet to track what is still owed.
The cashier finds the child or family, opens the challan, enters the amount received instead of the full amount, and saves. The receipt can be printed straight away.
- Find the student or family and open the month's challan.
- Enter the amount actually received, not the full challan amount.
- Save the payment and print the receipt for the parent.
- Check the remaining balance on the challan before the parent leaves.
What happens to the unpaid balance?
Unpaid balances roll into the next challan; this is the Arrears carried forward feature. Finance staff do not need to retype old dues when the next month's challans are generated.
If the school wants the parent to see where the old dues came from, a month-wise breakdown of old dues can print on the voucher.
- The balance appears on the next challan as arrears.
- The month-wise breakdown of old dues can be printed on the voucher.
- Bulk challan generation picks up the carried-forward amount without manual entry.
How do I take a partial payment for several siblings?
Where siblings are linked under one family number, Family-wise payment lets you collect for all of them together and print one receipt for the family. This suits parents who bring one lump sum that does not cover every child's challan in full.
If a parent pays several months at once, Consolidated receipts print one receipt instead of one slip per month.
- Link siblings under one family number at admission.
- Use Family-wise payment to collect for the whole family.
- Print a consolidated receipt when several months are paid together.
Can a partial payment wait for approval?
Yes. Discounts and payments can wait for a manager's approval, and approvals for money can require a second person. A school that wants tighter control can therefore keep the cashier and the approver as different people.
Every change is recorded in the activity log, so finance can see who did what and when.
- Set up approval for payments and discounts if your policy requires it.
- Use User Logging to review who created or changed a record.
How do I check what is still owed after partial payments?
Payment History lists every payment a student or family has made, so you can see each instalment against the challan. For the day's cash-up, Day Wise Paid Challans shows everything collected by day and by user.
To chase the remainder, the fee defaulter reports work by total amount, by family or by month, with print and SMS or WhatsApp actions. Parents who paid through a partner bank also appear in Payment History and Day Wise Paid Challans like any other payment.
- Payment History: all payments for a student or family.
- Day Wise Paid Challans: daily collection by user.
- Fee defaulters: by total amount, by family or by month.
Which approach suits which situation?
The table below compares the usual ways of handling an amount that does not match the challan, using features available in EDUBase.
Ways to handle a payment that is less than the challan amount
| Situation | What you do in EDUBase | What happens to the balance |
|---|---|---|
| Parent pays part of one child's challan | Use Pay or print challans and enter the amount received | Unpaid balance rolls into the next challan as arrears |
| Parent pays a lump sum for siblings | Use Family-wise payment under the family number | One receipt for the family; remaining dues stay on the challans |
| Parent pays several months together | Take payment and print a consolidated receipt | One receipt instead of one slip per month |
| Large fee that families cannot pay at once | Use Installment challans to split the fee on separate vouchers | Each instalment is billed on its own voucher |
| One-off money with no challan | Use Direct payment | Recorded as a separate receipt |
| Payment made at a partner bank | Parent pays with the consumer number on the voucher | Posted in real time and visible in Payment History |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- 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.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.