Chapter 9: Fee Management, POS Collection & Dues

This chapter covers creating institutional fee structures, processing fee payments at the counter POS desk, printing receipts, managing concessions/scholarships, and generating fee defaulters lists.

1. Fee Structure & Fee Heads Configuration

Navigate to Finance & Fees → Fee Structure (index.php?page=fee_structure).

Defining Fee Heads

Create standard fee categories with collection schedules:

Tuition Fee (Monthly or Quarterly).
Admission Fee / Registration Fee (One-time at enrollment).
Annual Development & Activity Charges (Yearly).
Science Lab & Computer Fee (Term-wise).
Transport / Bus Fee (Distance-slab based).
Examination Fee (Per semester).

Assigning Fee Slabs to Classes

Click + Create Fee Structure Slab.
Select Class (e.g. Grade 10), Session (e.g. 2026-2027), and Installment Frequency (Quarterly / Monthly).
Assign amounts to each fee head (e.g. Tuition: ₹4,500, Lab: ₹600, Activity: ₹500 = Total ₹5,600 / Quarter).
Set Due Dates and Late Fine Rules (e.g. ₹50 per week after the 10th of every quarter).
Click Save Fee Slab.

2. Collect Fees (POS Counter Desk)

The Fee Collection POS (index.php?page=fee_collection) is designed for fast, error-free counter transactions:

  Search Student (Name / Reg No)
                ↓
  Review Outstanding Installments
                ↓
  Apply Concessions / Discounts
                ↓
  Select Payment Mode (Cash / UPI / Card / Cheque)
                ↓
  Generate & Print Official Receipt (A4 / Thermal POS)

Processing a Counter Payment:

In the search box, enter the student's Admission Number, Name, or Father's Mobile Number.
Select the student from the instant autocomplete dropdown.
The student's fee ledger appears:

Total Assigned Fee for Session.
Previously Paid Amount.
Current Due Amount broken down by installment (Q1, Q2, Q3, Q4).

Select the installments or fee heads being paid today.
Apply Concession / Scholarship Discount (if authorized) with approval notes.
Enter Late Fine (or check Waive Fine).
Select Payment Mode:

Cash: Enter received cash amount, system calculates change to return.
UPI / QR: Generates dynamic UPI payment QR on screen.
Credit / Debit Card: Enter transaction reference number.
Bank Cheque / DD: Enter Cheque number, Bank name, and Cheque date.

Click Collect Fee & Print Receipt.

3. Official Fee Receipts & Duplicate Printing

Navigate to Finance & Fees → Fee Receipts (index.php?page=fee_receipts):

Every transaction generates an immutable Receipt Number (e.g. REC-2026-0842).
Receipts feature:
School Crest Logo, Affiliation Code, Tax/GST details.
Student Bio: Admission No, Roll No, Class/Section, Parent Name.
Itemized Fee Head breakdown (Tuition, Lab, Transport, Fines, Discount).
Total in Words, Payment Mode, Cashier Name, and Digital Verification Barcode.
Supports both Standard A4 2-Copy Layout (Student Copy + School Copy) and 3-Inch Thermal POS Roll printing.

4. Defaulters List & Dues Recovery

Navigate to Finance & Fees → Defaulters & Dues (index.php?page=fee_defaulters):

Filter by Class, Section, or Overdue Days (> 15 days, > 30 days, > 60 days).
View student name, parent phone number, total unpaid installments, and overdue balance.
Bulk Actions:
Send Payment Reminder SMS / WhatsApp: Automated notice with payment link and due date.
Export Defaulters Roster: Download CSV/Excel for management review.
Print Fee Demand Notices: Formatted official letters ready for postal mailing or distribution.