Four separate uploads under Admin, and they must be run in this order — each one needs the one before it:
| Order | Screen | Loads |
|---|---|---|
| 1 | Admin › Upload Students | The children. Student data only, no fees. |
| 2 | Admin › Upload Feeplans | What each student is charged. Decided fees only, not arrears. |
| 3 | Admin › Upload First Time Arrears | Money already owed from before you started |
| 4 | Admin › Upload Challan Payments | Payments already received |
Always start from the sample template
Every one of these screens has a Download Sample Template button. Download it, fill it, upload it. The importer matches on column headings, so a file built from scratch — or one whose columns were renamed or reordered — will fail or, worse, load values into the wrong fields.
Steps
- Go to the upload screen you need under Admin
- Press Download Sample Template
- Fill it in, keeping the headings exactly as they came
- Upload and press Import
- Check a few records on screen before doing the next file
Starting fee collection on EDUBase
- Get the student data accurate first — mark those who have left as Left, add the new ones.
- Put every child's monthly fee and previous arrears (old dues) in the Excel template and upload it (steps above) — EDUBase support can also upload it for you.
- Generate the challans; from that day you receive fees on Admissions › Pay or Print Fee Challans and hand the parent the paid slip straight away.
Updating students you already have
Upload Students carries an option to update existing students rather than add new ones. Leave it off for a first load. Turn it on when you are correcting a field across many children at once — with it off, you will get duplicates instead of corrections.
A seat limit applies to imports too, on both kinds of file. If your school uses Core › Admission Capacity with the hold switched on, rows that would take a class past its limit are held for approval rather than landing — so an import can be partly applied. Check Admissions › Admission Approvals after a big file. Schools that have set no capacity import exactly as before.
Do a small batch first
Import ten rows, open a few of those students, and check the class, section, campus and fee plan landed where you expected. A column mapped wrongly is far cheaper to find on ten rows than on three thousand.
Common confusion
"Fees did not come with the students." Correct — Upload Students loads children only. Fee plans are the second file.
"Arrears went in as this month's fee." Old dues belong in Upload First Time Arrears, not in the fee plan file.
"Some rows imported and some did not." Almost always a formatting difference in those rows — a date in a different format, or a class or campus name that does not exactly match one you have created.