Every other fee screen answers where do we stand today, so it reads each student's current class and section. That is right for chasing money and wrong for auditing it. Promote a child in April and last September's "Class 4 collection" quietly becomes Class 5's. The Fee Audit Report is the one place where a past year stops moving.
Where it is
Finance → Fee Audit Report. Your existing staff logins already have it — it was switched on for every school. It is still a controlled screen, so if you would rather only some people saw it, go to Admin → Users & Privileges and untick Finance :: Fee Audit Report for anyone who should not have it. Worth a moment's thought: the report shows every rupee the school has ever billed and collected, child by child, and it can be exported to a spreadsheet.
What "frozen at generation" means
When a challan is made, EDUBase copies the student's campus, class, section, session and gender onto the challan itself. This report groups only by those copied values. So:
- A student promoted from Mont 1 to Mont 2 in March appears under Mont 1 for September to February and under Mont 2 from March. One child, two classes, in one report — because that is what actually happened.
- A student who has left still appears, with whatever they still owe. Their money did not leave with them.
- A class or section deleted since still appears, so its history does not vanish.
This report is therefore EXPECTED to disagree with the live fee screens for anyone who has moved. That is the feature working, not a fault. Rows whose student has since changed class carry a small moved since label so you can see why at a glance.
The three date bases
| Basis | Use it when |
|---|---|
| Fee month (default) | Year-wise reconciliation. This is the month the challan bills, and it is the most reliable field in the system. |
| Due date | Comparing against the older Month-wise Fee Report, which is due-date based. |
| Generated on | You want the day the challan was actually created — for example to check what was generated in a particular week. |
Older schools carry challans created by two earlier systems, whose creation dates were saved in different formats. The report reads all of them. If any challan still cannot be dated, the screen says how many rather than leaving them out quietly — switch to Fee month to include them.
Reading the columns
- Payable — the challan total. Fine is already inside it. The next column, of which Fine, tells you how much of the payable is late fee and attendance fine. Do not add the two together.
- Discount — waived, not received. It reduces what is owed but it is not cash.
- Paid — cash actually received.
- Remaining — payable − paid − discount.
- Recovery % counts a discount as settled, because the payable is discharged. Collection % counts only cash. Both are shown because people mean different things by "recovery".
- Settled / Part / Nothing — how many challans were paid in full, in part, and not at all.
Money that is still awaiting approval
If your school uses two-step payment approval, a payment exists the moment it is recorded but can still be reversed until somebody approves it. Filing that as collected is how an audit goes wrong, so the report always shows both parts and the total:
- Collected (cleared) — approved. This is the figure to audit on.
- Awaiting approval — recorded but not yet approved. It can still be reversed.
- Collected (total) — the two added together. This is the number the Pay/Print screen shows, which is why it is still here: the two screens must agree.
The summary table carries the same three columns, and in the student ledger a payment with an unapproved part shows an amber pending tag on the row. Open a student and the receipt list labels each individual receipt Awaiting approval or Cleared.
If your school does not use two-step approval, every one of these figures reads zero and Collected (cleared) equals Collected (total).
Grouping and drilling down
Group the summary by month, class, class + section, section, campus, session or gender — all of them as billed. Changing the grouping never changes the totals; it only splits the same money a different way. Switch to Student ledger for one row per challan per student, search by name, admission number, roll number or SID, and open any row to see that child's challans with every receipt and discount in date order.
Export and print
Export CSV downloads the whole ledger for the selected period — every challan, with each fee head billed — not just the page on screen. Print produces the summary with the criteria (basis, period, campus, class and the time it was printed) at the top, under your school’s General Branding letterhead — the same stationery your other finance reports print on — which is what makes it usable as an audit document.
Things worth knowing
- Installment challans are separate challans with their own amounts, not a split of the parent. They are included by default; untick the box to see only the original monthly challans.
- Student status is the only filter that reads today's data, and it is labelled (today). It is how you ask "what do the students who have left still owe us".
- The total row deliberately shows no student count. The same child is billed every month, so adding up the monthly student counts would give a number that means nothing.
- Payments or discounts belonging to a challan that has since been deleted cannot be attributed to any class or month. The report counts them and says so rather than hiding them.