Recording fee payments

When a family pays at the fee counter or by bank deposit, you record it against the student's pending challans. This clears the balance, produces a receipt and feeds every collection report.

Before you start

• The student must have at least one pending challan.
• You need permission for Collect Fee. If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.
• If your institution uses accounting, the cash and bank accounts that payments are received into should already be set up.

Steps

1. Go to Fee > Collect Fee. It opens in a new tab so you can keep it open at the counter.
2. Find the student. Type the name or father's name in the search box, enter the student's number, or use Scan Barcode to scan the printed challan.
3. Check the student's pending challans and total dues.
4. Set the Date the payment was received.
5. Under Fee Challan, choose a single challan or All Challans.
6. Under Received In, choose where the money went, for example cash or a bank account.
7. Confirm the Received Amount, then click Receive.
8. Print the receipt with Cash Receipt, or print a thermal receipt from the receiving log.

Good to know

• Part payments. Use the Partial button to split a challan and receive against individual heads. The rest stays pending and carries forward.
• Several students. Bulk Pay lets you receive against more than one challan in one step.
• Families. Where your institution does not use separate fee challans, Fee > Collect Family Fee takes one payment for all children in a family and issues a family receipt. This menu is hidden when fee challans are enabled.
• Mistakes. Use Reverse Entry on the payment in the student's history. Reversals are recorded and appear in the Daily Fee Collection Reversal Report, so nothing disappears silently. Some sensitive edits ask for a separate editing password.
• Advance payments. If credit is enabled for your campus, extra money can be held as credit and used against future challans.
• Online payments. Families can pay from the family portal with Pay Now only where your institution has configured a payment gateway. Which gateways are available depends on your country and provider, and some regions have none. Successful online payments are recorded against the challan without counter entry.

Common questions

A parent paid at the bank. How do I record it?

Use the same steps, set the date the bank received it, and choose the bank account under Received In.

Can I see everything a student has paid?

Yes. The Fee History and deposit history on the collection screen list every challan and receipt.

For an overview, see Fee Management.