By default, no — challans are generated by you each month (Admissions › Generate Challan); nothing bills itself. But you can make it automatic with a schedule. Go to Admissions › Scheduled Challan Generation, create a schedule, and EDUBase generates the challans on that date every month — with the due date and expiry date you set, and, if you want, the SMS to the parents.
Steps
- Go to Admissions › Scheduled Challan Generation
- Press New schedule and give it a name you will recognise later
- Generation date — the day of the month the run happens, and the hour
- Challan month — the next month, the current month or the previous month
- Due date and Challan expiry date — days of the challan month
- Tick the options you use today on Generate Challans (first-time payable, prorated, re-enrolled, attendance fine)
- Leave Campus and Class empty for the whole school, or choose some
- Decide whether parents are told (see below)
- Read the In plain words sentence at the bottom — that is what will actually happen
- Switch it on and confirm
The challan month is relative, not a fixed month
You do not choose "September". You choose how the billed month relates to the month the run happens in. A schedule set to the next month running on 25 August bills September; the same schedule bills October on 25 September, and so on for ever. That is what makes it a schedule rather than a one-off.
Dates in short months
Every day you pick — generation, due and expiry — is moved back to the last day of a month that is shorter. A schedule set to the 31st runs on 28 February, and a due date of the 31st is written as 28 February on that month's challans. Nothing is skipped because a month is short.
Telling the parents
Two separate switches: Send an SMS when the challan is generated and Send a Parents app notification. The SMS is your school's own Challan Generated template from Exam Settings, so the wording is the wording you already use.
You must tick at least one contact — father, mother or student. With none ticked nothing is sent, including the Parents app notification, because it is delivered against a contact number. The screen will not let you save a schedule that would message nobody.
One message goes out per challan created. A student who has never been billed is billed from the month their fee plan starts, so they can receive several messages at once — one per month, each with its own amount and due date.
It cannot bill the same month twice
A schedule runs once per calendar month however many times the system checks, and a student who already has a challan for a month is skipped. So if you press Run now after the automatic run has happened, the result is Nothing to bill — that is the system working, not a failure.
Run now
Run now does exactly what the schedule would do, immediately. It is the safe way to try a schedule before switching it on, because nobody can be billed twice. Note that it does message parents if the schedule is set to.
Seeing what it did
Every run is listed underneath — automatic and by hand alike — with the months, how many students matched, how many challans were created, how many were skipped, and how many parents were told. View opens the full result, including exactly why each student was skipped (usually "no fee plan" or "challan already exists").
A run marked Failed still keeps the challans it created before it stopped. Look at Pay or Print Fee Challans, then run it again — it fills in only what is missing.
The person it runs as
A schedule runs as whoever last saved it, and it can only bill the campuses that person can see. If that member of staff leaves, the schedule stops and the list says Runs as a user who is no longer active. Open it, save it, and it becomes yours.
Nobody can see it until you grant it
It is a controlled screen and starts with nobody holding it — not even your own admin login. Go to Admin › Users & Privileges and tick Admission :: Scheduled Challan Generation for the staff who should have it. Think before you do: this screen can bill the whole school and text every parent in it.
This is not the same as bulk generation
Admissions › Generate Challan still has its Bulk Challan Generation block for billing a filtered set of students right now, by hand. This screen is the standing instruction that does it on a date, every month, with nobody opening the app.