Differences usually come from what each screen counts: the period, campus scope, approval status, class at billing time, voided transactions and leavers. Check these first, then compare the same date range in the Fee Audit Report and Day Wise Paid Challans.
Why do the Dashboard and the fee reports show different fee figures?
A dashboard gives the owner a quick picture of today. A fee report answers a narrower question, such as who paid on a given day, which class collected what, or what was billed in a given session. Both read the same fee records, but they can group, filter and date those records differently, so two correct screens can show two different totals.
In almost every case the gap is a difference in scope, not an error in the data. The sections below list the usual causes in the order worth checking.
What should I check first when the totals disagree?
Start with the filters, because they explain most gaps. Put both screens on exactly the same basis before you compare any rupee amount.
- Campus: the Owner Dashboard and the Owner App let you switch campus or view all. A report left on one campus will not match a dashboard showing every campus.
- Date range: a report for a day or month will not match a figure for today or for a different period. Confirm the start and end dates on both.
- Session and class: some reports group by the class and session the child was in when billed, others by where the child is now.
- Report type: Day Wise Paid Challans shows collection by day and by user, while Detail Fee Report breaks charges and payments down by student, particular and month. They answer different questions.
Can approvals, discounts and voided payments change the totals?
Yes. In EDUBase, discounts and payments can wait for a manager's approval. The Fee Audit Report shows collected amounts as cleared, awaiting approval and total. If one screen counts only cleared money and another counts the total, they will differ by the amount still awaiting approval.
Cancelled transactions matter too. The Voided transactions list in Finance & Accounting shows every cancelled fee transaction, with who cancelled it and when. A payment that was entered and later voided can explain a difference between a figure you saw earlier in the day and a report you run later.
- Ask your approver whether any payments or discounts are still pending.
- Open the voided transactions list for the period and note any cancellations.
- Check whether a fine or custom head was added to challans that already existed.
Do promotions, leavers and transfers affect the comparison?
They can. The Fee Audit Report keeps historical collection by the class and session at the time of billing, and later promotions do not change it. A report that groups by a child's current class will move numbers after a batch promotion, while the audit view stays frozen.
Leavers are another source. Students who have left are kept in a separate view, Students Not Currently Enrolled, so their old dues, challans and payment history stay reachable. A defaulter figure that includes or excludes leavers will not match one that does the opposite. Check how each screen treats inactive and left students before you compare.
What about bank payments, arrears and family payments?
Bank payments post to the challan in real time and appear in Payment History and Day Wise Paid Challans like any other payment. If a bank payment arrived late in the day, a figure you noted earlier may simply be out of date. Run the report again for the full day.
Unpaid balances also roll forward into the next challan, so a month's outstanding amount can include old dues. Compare billed-this-month figures with total-outstanding figures carefully. When a parent pays several months at once or pays for all siblings together, one receipt may cover many challans. Count the payments, not the slips.
How do I reconcile the two step by step?
Work from the smallest report upwards, changing only one thing at a time.
- Set the same campus and the same dates on the dashboard and on the report.
- Run Day Wise Paid Challans for that range and note the total collected.
- Run the Fee Audit Report for the same session and compare cleared, awaiting approval and total.
- Check the voided transactions list for cancellations in the range.
- Use Student Wise Fee Status to see paid versus unpaid counts per class, then the fee defaulters views by total amount, by family or by month.
- Export the reports to Excel or CSV and compare the lines side by side to find the exact challans that differ.
Common reasons fee figures differ between the dashboard and fee reports, and where to check
| Cause | What changes | Where to check |
|---|---|---|
| Campus scope | One campus versus all campuses | Campus selection on the dashboard or Owner App |
| Date range | Today versus a day, month or session | Date filters on each report |
| Approval status | Cleared versus awaiting approval money | Fee Audit Report |
| Voided payments | Cancelled fee transactions removed | Voided transactions list in Finance |
| Promotions | Class at billing time versus current class | Fee Audit Report |
| Leavers | Left students included or excluded | Students Not Currently Enrolled |
| Bank payments | Late posting during the day | Day Wise Paid Challans and Payment History |
| Arrears | Old dues carried into the new challan | Detail Fee Report and challan breakdown |
| Family or consolidated receipts | One receipt covers many challans | Payment History |
Related modules
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.
- 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.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.