Fee Payment Menu path : Fee Configuration > Fee Payment
Here teller or other non-teaching staffs can create fee payment.
After the Payment they can print receipts here.
Fee Payment details 1
Fee Payment details 2
Screen Fields Overview
Field Name
Field Type
Mandatory
Data Nature
Remarks
Payment ID
Text
Yes
Alpha numeric character
By default, the system will provide an auto-generated Payment ID that can be used. If institute wants to assign their own Payment ID, System defaulted ID can be replaced with own Payment ID
Date
Date Picker
Yes
Date
Date of the Payment should be mentioned here
Student Name
Text
Yes
Alpha Numeric character
Student name should be mentioned in the field
Student ID
Text
Yes
Alpha numeric character
Student ID should be mentioned in the field
Payment Mode
Drop down
Yes
Select any one below values
Cheque
Net banking
Cash
Stripe Payment Gateway
Others
Payment mode should be mentioned
Amount received from Parent/Student
Text
Yes
Alpha numeric character
Enter amount received from parent
Q: How teller or non-teaching staffs can create the fee payment?
Fee Payment can be Created by following the below steps:
Choose Menu (Fee Configuration > Fee Payment) from Menu tree.
Click “Create” in the menu in step 1.
Fill in the necessary fields. (refer to the screen fields overview table above)
Click “Next” at the bottom of the screen to move on to the next steps.
Enter Amount received from Parent/Student and click next
In Step 4 you can see the pending fee details as of today for the given student
System will distribute the "Amount Received from Parent/Student" against the Fees based on its due date. If you want to change the system distributed/paid order or if you want to change the payment amount for the given fee, you can change here in this step.
If you want to change the field 'Amount received from Parent/Student', go to the previous step. The values for the fields 'Total amount paid' & 'Balance Amount to be paid for Student/Parent' are calculated by the system based on the values provided at the field 'Payment Amount' & the value given at the field 'Amount received from Parent/ Student' in the 'Fee details' table.
Once reach the last step, you may enter remarks about the Creation. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full record view. If the maker of the record wants to convey some message to the checker or they want to keep some notes, they can type it here. The Checker can see the same before authorization under the audit tab in the screens.
Click “Save” in the last step
After save receipt of the payment will be showed. You can download or print the receipt.
Q: How teller or non-teaching staffs can view the Fee Payment?
Fee Payment can be Viewed by following the below steps:
Choose Menu (Fee Configuration > Fee Payment) from Menu tree.
Click “View” in the step1.
You will see the filter screen now, where in you can see below search filters which can be used to list out the records
Payment Amount
Payment Date
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of above filters and then press next
You can see all the resulted records which are satisfied by your above chosen search filter.
If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed.
Then System will bring full detailed view of the record; you can see the details of the selected payment.
Q: How to Modify the Fee Payment?
Fee payment can be modified by following the below steps:
Choose Menu (Fee Configuration > Fee Payment) from Menu tree.
Click “Edit” in the step1.
You will see the filter screen now, where in you can see below search filters which can be used to list out the records.
Payment Amount
Payment Date
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of above filters and then press next
You can see all the resulted records which are satisfied by your above chosen search filter.
If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed.
Then System will bring full detailed view of the record; you can see the details of the selected payment.
You can change the details of the required fields.
Click “Next” at the bottom of the screen.
Once reach the last step, you may enter remarks about the Modification. This remark can be seen in the field ‘maker remarks’, under the audit tab of the full view of the record. If maker of the record wants to convey some message to checker or they want to keep some notes, they can type it here. Checker can see the same before authorization under the audit tab in the screens.
Click “Save”.
Tips:
Admin, and Other Staff can Modify the Fee payment.
Modification scenarios
Modification can be done for the following scenarios:
If there is a change in already existing record of Fee payment.
Q: How teller or non-teaching staffs can delete the fee payment?
Fee Payment can be Deleted by following the below steps:
Choose Menu (Fee Configuration > Fee Payment) from Menu tree.
Click “Delete” in the step1.
You will see the filter screen now, where in you can see below search filters which can be used to list out the records
Payment Amount
Payment Date
Auth Status
AuthStatus filter can be used to fetch records which are either Authorized
(Verified) or unauthorized (Not Verified) by admin Please type value for any one of above filters and then press next
You can see all the resulted records which are satisfied by your above chosen search filter.
If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed.
Then System will bring full detailed view of the record; you can see the details of the selected payment.
Click “Delete” in the bottom of the screen.
Tips:
The Person who Creates the Record can only delete that record.
Deletion scenarios
Deletion can be done for the following scenario:
Other staff mistakenly created the Fee Payment, and it is not yet authorized by Admin, they can delete the record.
Other staff mistakenly modify the Fee Payment, and it is not yet authorized by Admin, they can delete the modification version.
Q: How to Authorize the Fee Payment?
Authorize means that a record created or modified by one staff should be verified by the admin. If one level of authorization steps is not required , you can avoid the same by allowing auto-authorization for Teacher / Other staff users. This can be done from User->Role screen, Please refer user manual of User -> Role screen for more details. Fee payment can be authorized by following the below steps.
Choose Menu (Fee Configuration > Fee Payment) from Menu tree
Click “Authorize” in the step1.
You will see the filter screen now, where in you can see below search filters which can be used to list out the records
Payment Amount
Payment Date
Please type value for any one of above filters and then press next
You can see all the resulted records which are satisfied by your above chosen search filter.
If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed.
Then System will bring full detailed view of the record; you can see the details of the selected payment.
Click “Auth” or “Reject”.
Tips:
Authorize means that a record created or modified by one staff should be verified by the admin.
If the record is modified by admin, then that record is Auto authorized or Auto Verified. So, there is no need for authorization or verification by another admin.
During Authorization, admin can either Authorize or Reject the created or modified records. They can reject the record in the case of an error in modification.
Authorization scenarios
Authorization can be done for the following scenarios:
After creation or modification, in order to apply the changes throughout the application, it requires authorization or verification from the admin.
During verification, Admin can find the human errors.
Q: How teller or non-teaching staffs can view the payments for a given student?
Payment can be viewed for a given student by following the below steps:
Choose Menu (Student=>Payment Receipt) from Menu tree.
You will see the filter screen now, where in you can see “Student Name” search filter which can be used to list out the Payment records for a given student
Enter student name whose Fee record needs to be tracked.
After entering the filter values, please press next
You can see all the resulted Payment records which are satisfied by your above chosen search filter.
If there is only one resulted record for the given filter, system will automatically take you next step, otherwise click on record which needs to be Viewed.
Then System will bring full detailed view of the Fee records; you can see General, Payment and Audit tabs. You can click the tab to see corresponding details.
Case Study
For example, US- based ABC school have to do a fee payment for the student Joe for Tuition fee - 500 dollars and Transport fee - 250 dollars.
Above scenario can be configured as below by either admin or other staff
Payment Date
Student Name
Payment Mode
Total payment amount/ received from parent/student
Break up details
05-02-2021
Joe
Cash
750 USD
Fee Description
Amount
Tuition Fee
500 USD
Transport Fee
250 USD
For example, Japan based ABC college have to do a fee payment for the student Akio for Semester exam fee - 1000 YENS and Transport fee - 500 YENS.
Above scenario can be configured as below by either admin or other staff
Payment Date
Student Name
Payment Mode
Total payment amount/ received from parent/student
Break up details
05-02-2021
Joe
Cash
1500 YEN
Fee Description
Amount
Semester Exam Fee
1000 YEN
Transport Fee
500 YEN
For example, Dubai based ABC Computer training institutes have to do a fee payment for the student Abdullah for program fee - 200 AED and Lab maintenance fee - 170 AED.
Above scenario can be configured as below by either admin or other staffs
Payment Date
Student Name
Payment Mode
Total payment amount/ received from parent/student
