Fees & finance
How do we set up our fee structure?
Fee heads (tuition, transport, exam and so on) are defined by class and academic year. Once set, the correct structure applies to every student automatically — new admissions and promoted students inherit the right fees with no per-student entry. Concessions and waivers are recorded against the individual student, so the ledger always shows fee, discount and net payable.
Before you start
- Decide the fee heads before touching the software — tuition, transport, exam and so on — and which classes each applies to. The system mirrors your policy; it cannot decide it.
- Fix due dates per term or instalment for the academic year.
- Write down your concession policy — who qualifies, who approves — so per-student discounts are recorded consistently rather than negotiated case by case.
Steps
- 1
Principal or accountant portal → Finance → Fee structures.
- 2
Create fee heads with amounts per class for the academic year, with due dates.
- 3
Apply per-student discounts or waivers where the school grants them.
- 4
Collections — counter or online — now reconcile against the right structure.
Good to know
- Structures are defined per class per academic year, once. New admissions and promoted students inherit the right structure automatically — nobody re-enters fees per student.
- Concessions and waivers are recorded against the individual student, so the ledger always shows fee, discount and net payable separately — the shape auditors and managing committees ask for.
- Every fee action lands in the audit log, so who changed what — a structure, a concession, a collection — is always answerable.
- Both the principal and the accountant work from the same finance surfaces; the roles see the same numbers.
Common questions
How do sibling or staff-ward discounts work?
As per-student concessions: the structure stays standard for the class, and the discount is recorded against each individual child. That keeps the class fee policy clean while the ledger shows exactly what each family actually owes.
Can transport be charged only to students who use it?
Yes — transport is its own fee head, applied to the students who opt in, rather than baked into tuition. Families who do not use the bus simply never see the head on their ledger.
Who is allowed to change the fee structure?
Fee structures live in the principal’s and accountant’s finance surfaces — parents and teachers cannot touch them — and every change is written to the audit log with who made it.
Related
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