About Fees Collection
Fees collection module workflow:- First we will configure the Fees Type, Fees Group, Fees Master and Fees Reminder and prepare our fees structure for the current session. Then we will collect the students' fees, search fees payments and due fees, and check all reports. Students can also look up their fee details and pay fees.
We will create the fees structure in Smart School by using: Fees Type (under fees type we record the different types of fees collected by the school, like Admission Fees, Month-wise Fees, Uniform Fees, Exam fees, Library Fees, Sports Fees, Transport Fees etc.). Fees Group (we use fee groups to create different types of groups.) You can then allocate this fee group to the entire class-section or a particular student. You can create a fee group as an instalment.
How to add Fees Type?
To edit a fees type, click on the Edit icon, and to delete a fees type, click on the Delete icon present in the fees type list.
How to add Fees Group?
To edit a fees group, click on the Edit icon, and to delete a fees group, click on the Delete icon present in the fees group list.
How to add Fees Master?
To add a fees master, go to Fees Collection > Fees Master (In fees master, we select the fees type and fees group, and after that we assign students to the fees group.) Then select Fees Group, Fees Type and Due Date then enter Amount (fees amount for the selected session), Fine Type (None, Percentage, Fixed Amount, or Cumulative). Finally, click the Save button. You can view the added record in the Fees Master list on the right side of the page.
If the Cumulative option is selected, additional fields such as Per Day, Add Fine, Total Over Due and Total Amount will appear below.
Here's a more detailed example to illustrate how fines work in both Per Day Enabled and Per Day Disabled modes.
Scenario: A charges fines for overdue fees based on the number of days the fees are late. The system allows two configurations:
- Per Day Disabled – Fine is charged in slabs, but not per day.
- Per Day Enabled – Fine is charged daily.
Case 1: Fine Calculation (Per Day Disabled)
When the per-day fine is disabled, enter 10 in the 'Total Overdue' input field and 100 in the 'Fine Amount' input field. As shown in the screenshot below, if the due date (03/10/2025) has passed, a charge of 100 will be applied 10 days after the due date.
If you add the next slab, enter 20 in the 'Total Overdue' input field and 200 in the 'Fine Amount' input field. A charge of 200 will be applied 20 days after the due date.
Similarly, if you add another slab and enter 30 in the 'Total Overdue' input field and 300 in the 'Fine Amount' input field, a charge of 300 will be applied 30 days after the due date. If no further fine slabs are added, the fine will remain at 300 onwards.
Case 2: Fine Calculation (Per Day Enabled)
When the per-day fine is enabled, enter 10 in the 'Total Overdue' input field and 100 in the 'Fine Amount' input field. As shown in the screenshot below, if the due date (03/10/2025) has passed, a daily fine of 100 will be charged from the 21st day onwards.
If you add the next fine slab by entering 20 in the 'Total Overdue' input field and 200 in the 'Fine Amount' input field, a daily fine of 200 will be charged from the 21st day onwards.
Similarly, if you add another fine slab by entering 30 in the 'Total Overdue' input field and 300 in the 'Fine Amount' input field, a daily fine of 300 will be charged from the 31st day onwards.
If no further fine slabs are added, the fine of 300 per day will continue from the 31st day.
To edit a fees code, click on the Edit icon, and to delete a fees code, click on the Delete icon in the Fees Code column of the fees master list.
To assign/view students, click on the Assign/View student icon in the Action column of the fees master list. It will redirect you to the Assigned Fees Group page. Here select Class, Section and Category, Gender and RTE and then click on Search button. The list of assigned fees groups will be shown at the bottom of the page.
Now select the students to whom you want to assign the fees group and then click on the Save button.
To delete a fees master, click on the Delete icon in the Action column in the fees master list.
How to add Fees Discount?
To add a fee discount, go to Fees Collection > Fees Discount. Now fill in the discount name, discount code, discount type (percentage or fixed amount), and description, and click on the Save button. You can view this added record in the Fees Discount List. If the Discount type is a percentage, you can offer discounts of 10% or 20% etc. If the Discount type is "Fix Amount," we can apply a discount as a fixed amount.
To assign / view students, click on the Assign / View Student icon, which is shown in the Action column in the fees discount list. By clicking on this icon, it will redirect you to the Assign Fees Discount page. Now select Class, Section, Category, Gender, and RTE, and then click on the search button. The student list will be displayed, and you can select the students to whom you want to assign the fee discount by checking the box, then click the Save button to assign the discount to the students.
To edit a fees discount, click on the Edit icon, and to delete a fees discount, click on the Delete icon present in the fees discount list.
How to add Collect Fees?
To view fees details, click on the Collect Fees button in the Action column of the student list. On clicking this button, the Student Fees page will open. Here you can see all the assigned student fees details. To collect fees, click on the Add (+) icon in the Action column. On clicking this icon, a modal will open. Fill in all the details: Date, Amount, Discount Group, Discount, Fine, Payment Mode (Cash, Cheque, DD, Bank Transfer, UPI, and Card) and Note (if you have any) and then click on the Collect Fees button.
After clicking on collect fees, the fees will be collected and you can see the fees status as Paid in the Status column.
Now, to print the fees receipt, click on the Print button in the Action column.
Clicking on it will open a fee receipt.
In the receipt, you can see all the details related to the fees, and you can also see a note that says, "This receipt is computer generated, hence no signature is required
Now the Revert button for reverting these fees is also shown in the Action column.
When you click on the revert icon, a revert confirmation modal will open.
Now click on the Revert button, and the student's fees will be reverted.
To collect multiple fees at the same time, select multiple fees from the checkboxes on the left, then click on the Collect Selected button, and the collect selected modal will open. In this modal you can see the multiple fees with a pay button below; simply click on the pay button and the multiple fees will be collected.
To make a fees discount adjustment, click on the Apply Discount button in the Action column. On clicking this button, the Discount modal will open. Here enter the Payment Id on which you want to apply the discount and enter a Description and then click on Apply Discount button.
How to search Fees Payment?
To view a payment ID, click on the View icon in the Action column of the payment ID detail list.
How to search Due Fees?
Go to Fees collection > Search Due Fees to look for overdue fees. You can select a single fees group, multiple fees groups or all fees groups in Fees Group by checking the checkboxes next to the Balance Master, Admission Fees, Class Fees, Tuition Fees, and so on as available in your fees group, and then selecting the class, section, and clicking on the "Search" button.
Here, you can see the list of students whose fees are due.
How to Carry Forward Fees?
To set the carry forward due date, go to System Settings > General Setting then go to Fees section and then enter the Carry Forward Fees Due Days and then click on the Save button. The due date will be set this number of days after the current date.
How to use Fees Reminder?
How to check Fees Statement report?
How to check Balance Fees report?
To check the balance fees report, go to Report > Finance and click on Balance Fees Report. Here select Class, Section and Search Type (in Search Type you can see All, Balance and Paid; select one of them) and then click on the Search button. The list of searched records will be shown at the bottom of the page.
How to check Fees Collection Report?
To check the fees collection report, go to Report > Finance and click on Fees Collection Report. Here please select the Search Duration, Class, Section, Fees Type, Collect By and Group By and then click on Search button. The list of searched records will be shown at the bottom of the page.
How to check Online Fees Collection Report?
How to check Payroll Report?
How can a student view fees details?
How to check balance fees statement?
How to check daily collection report?
How to check the Balance Fees Report with Remark?
To check Balance Fees Report with Remark report, go to Report> Finance and click on Balance Fees Report with Remark report. Here select Class and Section then click on Search button. The balance fees report with remark will be shown below.
In this report, you can see Student Name and their Admission No, Class and section, in Fees with its details and in Amount you can see the total fees amount of that student, in Deposit you can see how much of the fees the student has paid, in Balance, you can see how much of that student's fees remain, Guardian Phone, in Remark, when you print the balance fees report, you can write the remark on that printout manually..
To print the balance fees report with a remark, click on the printer icon on the right side; the print dialog will open, and you can print the report.
How to check income expense balance report?
Here select Search Type (in Search Type you can choose previous months' or years' reports) and then click on the Search button. The list of searched records will be shown at the bottom of the page.
In this report, you can analyse the school's income and expenses, including money received (income), money spent (expenses), and the overall balance.