Every other fee screen starts from the challans. This one starts from the children. Open it, pick a month, and it tells you how many students in a class have paid, how many have paid part, how many have paid nothing — and how many were never sent a challan at all.
Where it is
Admissions → Student Wise Fee Status. It is a controlled screen: nobody holds it until you grant it. Go to Admin → Users & Privileges and tick Admission :: Student Wise Fee Status Report for the staff who should have it. Worth a moment's thought before you do — the report names every child in the school next to what their family still owes, and it exports to a spreadsheet.
The one number the other reports cannot show you
No Challan Generated. A student with no challan does not exist on a report built from challans, so a school can finish a month believing everyone was billed. On one real school we measured 2,101 enrolled students and 1,940 July challans — 161 children had never been billed at all, and no existing screen would have said so. That is the card to look at first, every month, right after you generate challans.
How each card is worked out
For every student, the report adds up all of their challans inside the months you selected:
- Payable — the total of those challans. Late fee and attendance fine are already inside it; they are shown separately only as a memo. Never add them on top.
- Received — the money actually taken.
- Discount — the amount waived. It reduces what is owed, but it is not cash.
- Outstanding — Payable − Received − Discount, and never shown below zero.
Then the student is put in exactly one of four boxes:
| Card | A student is counted here when… |
|---|---|
| Paid | Received + Discount covers the whole Payable — nothing is left owing. |
| Partially Paid | Some money has come in, but something is still owing. |
| Unpaid | A challan exists and nothing at all has been received or waived. |
| No Challan Generated | The student is on the roll for these months but has no challan. |
The four always add up to Total Strength. If they ever do not, tell EDUBase support — that is a fault, not a setting.
Two things to know about "Paid"
- A student whose whole challan was waived by discount counts as Paid, because the family owes nothing. That is usually what you want — but it is not cash, so the screen also shows a small "settled by discount only" figure underneath. Read it before you report a collection figure to an owner.
- A payment counts the moment it is recorded, even if your school uses payment approval and it has not been approved yet. This matches the Pay/Print Fee Challans screen, so the two never disagree. The amount still waiting for approval is shown as its own figure.
Choosing the months
Fee month is the default and the right choice almost always: it is the month the challan bills, and it is the cleanest field in the system. Use the This month and Last month buttons for the everyday question. The other two bases — Due date and Generated on — are there for comparing against the older reports and for checking what was created in a particular week.
Who counts as "Total Strength"
| Setting | What it counts |
|---|---|
| Currently enrolled (default) | Students whose status is Currently Enrolled — the same set the other fee screens use, so your numbers cross-check against them. |
| On the roll at period end | Who was actually on the roll on the last day of the period, worked out from admission and leaving dates. Use this for a past month. "Currently enrolled" is today's answer, so a July report re-opened in September moves every time a student joins or leaves. |
| Only students who were billed | Just the children with a challan. Use it when you are reconciling against a money report. |
In the first two settings, a student who was billed but is no longer on the roll is still listed, marked off roll — because they still owe the money. The count of those students is shown separately. If that number is large, it usually means leaving dates have been entered for students the school is still billing; the two are worth reconciling.
Clicking through
Click any card to filter the list to just those students. Click a student to see every challan behind their figure, month by month, with the receipts and discounts in date order — so any number on this screen can be traced to the row that made it.
How this differs from the other fee screens
- Fee Defaulters answers who owes money. This answers how many children are in each state, including the ones with no challan.
- Finance → Fee Audit Report groups by the class each challan carried when it was generated, so a past year never moves. This screen shows each student under the class they are in today, which is what you want when you are chasing this month's fee. The two are meant to differ for any student who has been promoted or transferred.
- Day Wise Paid Challans answers what did we collect on these dates. This screen answers which month's fee is settled, whenever the money arrived.