Every line that can appear on a challan — Tuition Fee, Admission Fee, Exam Fee, Transport, Annual Charges, Course Fee, Summer Pack — is a fee particular. The list lives on Core › Fee Particulars. If a fee option is "not showing" in the fee plan, in Add Amount, or on the voucher, it is either not on this list yet, or it is on the list but not yet attached to the fee plan (see below).
Adding a head
- Go to Core › Fee Particulars
- Type the Particular Name — letters, numbers and spaces only, up to 50 characters, and it must not already exist
- Save. The head is created immediately and a matching income account is opened for it in the Finance module, so its collections show up in finance reports on their own line
A new head is not on any challan yet. Two more steps make it real:
- Core › Fee Particulars in Fee Plan List — tick the head into each fee plan that should carry it
- Core › Particulars Amount and Repeating Months — give it an amount, and tick the months it is charged in (or First Time for a one-off charge)
Until both are done the challan either does not show the head at all, or shows it as zero.
Adding registration, uniform, books (or any charge) yourself — the three steps in one place
Yes, the school can do this itself, from the Core menu:
- Core › Fee Particulars — create the head (e.g. Registration Fee, Uniform, Books)
- Core › Fee Particulars in Fee Plan List — tick it into the fee plan list(s) that should carry it, to make it active there
- Core › Particulars Amount and Repeating Months — set its amount and when it applies: tick First Time for a one-off charge billed only once, or tick the specific months it repeats in
Then generate challans as usual and the new head appears on them.
Renaming a head (for example Security Fee → Student Card, Registration Fee → Board Admission Fee)
Open the head on Core › Fee Particulars, change the name, save. This is a rename, not a new head: every fee plan amount and every old challan that carried the old name now carries the new one, and nothing has to be re-entered. The new name is what prints on the voucher from now on, and it is also what old vouchers print if you reprint them.
The same name rules apply — letters, numbers, spaces, 50 characters, no duplicates.
The four built-in heads cannot be changed
Tuition Fee, Admission Fee, Attendance Fine and Late Fee Fine are built in. They are marked as defaults, have no edit or delete button, and the server refuses a change to them. Tuition Fee is the monthly fee — it cannot be renamed to "Monthly Fee"; the label on the voucher is Tuition Fee.
Deleting a head
A head can be deleted only while nothing uses it. If any fee plan or any challan — paid or unpaid, from any year — has an amount against it, the delete is refused with "cannot delete the fee particular as it is used in other tables". That is deliberate: deleting it would erase that column from every challan record. Rename it, or take it out of the fee plans, instead.
Where the head shows up once it exists
- Add Amount in Generated Challans — the dropdown of heads is this list, so a new head is available there straight after you save it (no need to attach it to a fee plan for a one-off addition)
- Fee plans and generated challans — only after the two Core steps above
- Fee reports — as its own line, by name
Watch
📺 FEE PLAN LIST, FEE PARTICULARS AND SET AMOUNTS — https://youtu.be/IRFmMqAES84