Fees & payments

The Fees Setup screen (administrator/accountant) manages the school’s finances. Students see their own statement on their Fees screen and can pay online when enabled.

Setting up fee configurations

1. Open Fees Setup → Configurations → New config.
2. Give the fee a name, amount, frequency and effective from date.
3. Choose who pays this fee — this is mandatory and precise:
   • Every student — the whole school.
   • A specific class — pick the exact class (or classes).
   • A specific section — pick the exact section. Sections are always listed as “Section (Class)”, because several classes can have a section with the same name (an “A” in Class 9 and an “A” in Class 10).
   • Students with a tag — pick one or more tags; everyone carrying any of them pays.
4. The form shows a live count of how many students will be charged before you save.
5. Save. Use the wallet button on a configuration row to charge it to exactly those students (students who already carry that charge are skipped).

Dues — how the balance is computed

A student’s dues (outstanding balance) are computed from the signed ledger:

dues = charges + fines + refunds − payments − waivers

The home screen, the fees tab and the ledger all agree on this number.

Recording a payment

1. Open Fees Setup → the student’s ledger (search the student).
2. Choose Record payment.
3. Enter the amount and payment method.
4. Save.

Recording a payment automatically prompts you to print a receipt (using the receipt template — see Certificates). Ledger payment rows also have a receipt download button.

Waivers and refunds

• Waiver — reduce a student’s balance (for example, a scholarship).
• Refund — return money already paid.

Both are recorded from the ledger and feed into the dues calculation.

Fines

You can configure fines in Fees Setup:

• Absence fines — a per-day amount, and whom to fine.
• A debug panel shows how fines are being computed so you can verify them.

Online payment

When the school has a payment gateway connected (see Gateways), students can pay online:

• If one gateway is active, students pay with it directly.
• If multiple gateways are active, students see a “Pay with…” picker.
• If none is active, a “pay at the school office” message is shown.

The online checkout charges only the remaining balance (manual payments, waivers and refunds are allocated oldest-first, so the balance is accurate).

The ledger

For any student, the ledger shows every signed entry — charges, fines, refunds, payments and waivers — with running totals. This is the source of truth for dues.

Public fee lookup

If your school has enabled it, anyone can look up a student’s fee statement and pay online by student ID, without logging in, on the public /fees page. See Guardians & the public.

Tips

• Set up fee structures before the term starts so charges appear on time.
• Use the receipt template’s print prompt to give families a receipt at the counter.
• Reconcile the ledger regularly — it’s the single source of truth for dues.