Fee reports and registers

Every rupee taken at the fee counter lands in three places you can read back: the Collection register (one line per hand-over at the counter), the Fee receipt register (every receipt on each register, where you reprint, cancel or reverse) and the Fee report (the whole session for a class, a section or the school, student by student). All three are under Fees and are read on four tabs: School fee, Transport fee, Hostel fee and Mess fee.

Before you start#

• Your role needs access to the Fees module. The transport, hostel and mess tabs also need your role to be able to open those modules; otherwise the tab says the register could not be read.
• The registers and report follow the Academic session chosen in the sidebar.

Collection register#

Each line is one hand-over at the counter: one collection number, the student, the share that went to the register on the current tab, the whole amount handed over and the payment mode.

1. Open Fees › Collection register.
2. Narrow the list with Search (collection number, admission number, name or mode), Class, Section or Student.
3. Choose a tab to see the collections that carried a share for that register.
4. Select Print on a line to reprint that collection receipt.

The cards above show collections today, this month and this session, and the school, transport and hostel-and-mess shares of the session's collections.

Fee receipt register#

1. Open Fees › Fee receipt register.
2. Type in Search to find a receipt by receipt number, admission number, name, class, route, room, months, payment mode or amount.
3. Or choose Search by: Day, Month of the session, or Class then section then student, and fill in the boxes that appear.
4. Choose the tab for the register you need.
5. On the School fee tab, select Preview to open and reprint a receipt. On the Transport fee tab, select Preview. On the Hostel fee and Mess fee tabs, select Print.
6. To print the list itself, select Print above the school-fee list. The printout follows the search you have on screen.

Cancel or reverse a school-fee receipt#

Both actions are on posted receipts only, and both ask for a reason.

1. Find the receipt on the School fee tab.
2. Select Cancel or Reverse.
3. Type the Reason for cancellation or Reason for reversal.
4. Select Confirm.

A hostel or mess receipt that has an amount can be cancelled from its tab in the same way (Cancel, then a reason). To give back only part of a payment, or to refund a payment made online, use Refund fees instead. See Refund fees.

Fee report#

The fee report shows, for each student in the scope you choose, what the session charged, what was paid, discounted and fined, and what is still owed.

1. Open Fees › Fee report.
2. Choose the Class, or leave it on Every class in the school.
3. If you chose a class, choose a Section or leave it on Every section of this class.
4. To report on one child, choose them in Student. Otherwise leave it on all students.
5. Select Build fee report.
6. Read the summary strip: students, charged, paid, discount, school, transport, hostel and mess outstanding, total outstanding and due till today.
7. Use the tabs to see each register. On the School fee tab, the outstanding column names the periods still owed, for example April, May.
8. Select Session detail on a student to see every period: fee, period, due date, amount, paid, discount, late fee, outstanding and status (Paid, Due or Not yet due).
9. To download, choose a format and select Download report. PDF / printable fee report gives a printable sheet with a per-student breakdown across the months of the session. The spreadsheet formats (Excel, CSV and others) give one row per student per period, ready to sort and total.

Each student carries a status: Cleared, Part paid, Nothing paid or No fee allocated.

Good to know#

• Nothing is read for the fee report until you select Build fee report, because a whole-school report is large.
• Search fee report narrows the built report by admission number, student, parent, phone or class. What you download is what the search shows.
• A report built for one student is titled with that student's name, so a printout for one child is never filed as the class report.
• Printed registers and reports carry a verification code that can be checked in Verify Documents.
• Any issued receipt can also be found and reprinted from Print Centre. See Certificates and the Print Centre.

Troubleshooting#