Open the Detail Fee Report, which breaks charges and payments down by student, fee particular and month, and Payment History, which lists every payment a student or family has ever made. The Detail Fee Report also exports to Excel or CSV.
Which report shows what a student was charged and paid, month by month?
The Detail Fee Report is the main answer for a finance officer. It breaks charges and payments down by student, by fee particular (such as tuition, transport or exam fee) and by month, so you can read one child's account line by line instead of piecing it together from individual challans.
Because fee plans are built from your own fee heads with per-month amounts, the report reflects the same particulars that appeared on the student's vouchers. Like every fee report in EDUBase, it can be printed or exported to Excel or CSV for reconciliation or for sharing with a parent.
- Charges and payments shown per fee particular
- Month-wise breakdown for the student
- Print, or export to Excel or CSV
Where do I see every payment a student or family has made?
Payment History lists every payment a student or family has ever made in one list. It is the quickest place to answer a parent who says they paid in a particular month.
Siblings linked under one family number can be paid for together with one receipt, and when a parent pays several months at once a single consolidated receipt can be printed. Payments made at a partner bank through the consumer number on the voucher appear in Payment History immediately, alongside counter payments, so you do not need to check a separate bank list.
- Counter, family-wise, direct and bank payments in one place
- Partial payments are recorded as taken
- Bank payments posted in real time appear like any other payment
How do unpaid months and arrears appear in the history?
Unpaid balances roll into the next challan automatically, and a month-wise breakdown of old dues can be printed on the voucher itself. This means the latest challan already tells the family which earlier months are still outstanding.
To see what the family is being asked for this month before they pay, use Fee Intimation. If you are reviewing the whole class rather than one child, fee defaulters can be listed by total amount, by family or by month, each with print and SMS or WhatsApp actions.
Can I still see the fee history of a student who has left?
Yes. When a student is marked as left with a leaving date, their history is kept. The Students Not Currently Enrolled view keeps a leaver's old dues, challans and payment history reachable, which matters when settling a final account or issuing a leaving certificate. A returning child can be re-activated with their record intact.
How do I check who changed a student's fee or cancelled a payment?
A complete fee history is not just amounts; finance staff often need to know why an amount changed. The student change log shows who changed a student's fee, class or status, and when. Voided transactions lists every cancelled fee transaction with who cancelled it and when.
Discounts and payments can also be set to wait for a manager's approval, and the User Logging page records who created, changed or deleted any record, with the changed fields highlighted.
- Student change log for fee plan and status changes
- Voided transactions for cancelled fee entries
- Approvals for discounts and payments where the school requires them
Does promoting a student change last year's fee figures?
No. The Fee Audit Report shows historical fee collection by the class and session at the time of billing, unaffected by later promotions. Collected amounts are shown as cleared, awaiting approval and total, and full-year audit exports are available in Excel or CSV. Use it when an auditor or trustee asks for last session's figures after students have moved up.
Which EDUBase fee screen to use when reviewing a student's fee history
| Screen or report | What it shows | Best used for |
|---|---|---|
| Detail Fee Report | Charges and payments by student, particular and month | Reading one child's month-by-month account |
| Payment History | Every payment a student or family has ever made | Confirming when and how a parent paid |
| Fee Intimation | What families are being asked for this month | Checking the current demand before payment |
| Fee Audit Report | Collection by class and session at the time of billing | Last session's figures after promotions |
| Student Wise Fee Status | Paid and unpaid counts per class this month | A class-level view rather than one student |
| Fee defaulters by month | Who owes, broken down by month | Following up outstanding months |
| Voided transactions | Every cancelled fee transaction, with who and when | Explaining a missing or reversed payment |
| Student 360° | Fee standing beside attendance, marks and conduct | Seeing fees in the context of the whole child |
Related modules
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- 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.
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Student 360° — One child, one screen: profile, attendance, marks, position, fee, conduct, meetings and siblings.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.