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What is Fees Management System

The Fee Setup feature allows school administrators to create and manage different types of student fees. Using this section, you can define the. fee name, amount, applicable classes, submission dates, and late fee rules for a specific academic session.

How to Add a New Fee

Follow these simple steps to add a new fee

1
Go to the Fees Module in the ERP system. Use search in navigation to find if unable to find.
2
Click on Add Fees Details
3
Fill in the required fee information
4
Select the classes for which the fee should applies
5
Click Save to create the fee

Field Description

Fee Name

Enter the name of the fee for identification. Example: Tuition Fee, Admission Fee, Exam Fee.

Fee Amount

Enter the amount students must pay for this fee.

Fee Type

Select the category of the fee Four options are available:

Monthly → Every month
Yearly → Once in a year
Half yearly → Two times
Quarterly → Four times

Submit Start Date

The date from which fee payment becomes available. In this duration the collection of fees collected started and ended in this the monthly yearly half yearly and quarterly manage in this manner the system automatic divide on that period according to the category you selected

Submit End Date

The daily penalty amount applied after the due date.

Max Fine

The maximum late fine limit that can be charged. It means if you have the max fine setup then if the late fine is more than max fine thenThe amount of max fine will be charged.

Year Session

Select the academic session for which the fee is applicable. On which the session you selected in that session the fees will be shown. Our default session is April to March.

Mandatory Fee

Defines whether the fee is compulsory or optional for students. If it is compulsory then payment is compulsory but optional then that payment is optional.
Remarks

Optional notes or instructions related to the fee

Select all

If the fees is same for all then the select all button should be managed and if want. Separate then class wise and individual you can choose.

Impact if an Existing Fee Structure is Deleted

If a fee structure is deleted:

The fee will no longer appear for new fee collections.

Reports and historical records may still show the record purposes.

Important: Always verify before deleting a fee structure to avoid issues with existing financial records.

ERP Collect Fees

Introduction

The Collect Fees section in the SchoolAura ERP helps school administrators and finance staff easily manage and track student fee payments. This tool offers a streamlined process for recording payments, monitoring fee status, and generating reports — ensuring financial transparency and accuracy.

How to Use the Collect Fees Section

1. Accessing the Fees Page
  • Log into your ERP account.
  • Navigate to Fees Management → Collect Fees from the sidebar menu.
  • Select the academic year from the dropdown (e.g., 2026-2027).
2. Searching and Filtering Students
  • Use the Select Class and Select Section dropdowns to filter the student list.
  • You can also use the search box to quickly find a student by name or admission number.
3. Understanding Fee Details

For each student, you will see:

  • Fee Status: Indicates if the student is up to date or a defaulter.
  • Total Year Amount: The total fee assigned for the year.
  • Total Till Now: Amount due after discounts.
  • Total Collection: Total amount collected including fines.
  • Total Due: Remaining balance to be paid.
Review History

Check the Last Payment Date and review detailed items like tuition or admission fees.

Discounts/Fines

Applied to items under Discount Setup. Fines are added to Total Payable.

Processing

Select items, click Proceed Billing, and use Fees History for past records.

Send Fees Reminder Print Receipt Tutorial Available

Fee Calculation Guide (User Help)

This section explains how the fee calculation system works and what each amount displayed in the fee dashboard means.

Total Year Amount

is the total fee calculated for the entire academic year. It includes all fees defined in the Fee Structure. If any additional charges are added later (such as extra activities, transport, or other fees), they are automatically included in this total.

Formula: Total Year Amount = All Fee Structure Charges
Total Till Now

shows the amount that has become payable up to the current date. The system starts calculating this amount when the payment date or schedule for a specific fee becomes active. Only fees whose payment period has started are included.

Example: If quarterly fees are scheduled and only the first quarter is due, only that amount will appear in Total Till Now:
Total Till New

shows the updated payable amount after applying any available discount. If a discount is applied, the system automatically subtracts it from the total amount.

Formula: Total Till New = Total Amount – Discount
Total Calculation

shows the total amount that has been paid by the user. It includes the paid amount plus any late payment fine.

Formula: Total Calculation = Amount Paid + Fine
Total Due

represents the remaining amount that still needs to be paid. It is calculated after subtracting the paid amount from the payable amount.

Formula: Total Due = Payable Amount – Paid Amount
Last Due

shows any unpaid amount carried forward from the previous academic session or year. This amount will appear until it is cleared. It may be added to the current year's payable balance depending on system settings.

Process of Payment

How to proceed for a Billing

  1. The toggle button on whom you want to pay then depend on the fee structure yearly, half yearly,quarterly and monthly so according to the value you can fill and pay and also you can set the Discount setup.
  2. On click on the Discount setup the discount amount is flat values and if the checkbox use discount only for one time then it will apply only one time and otherwise at every payment it will implement discount then click on the proceed billing then.

Fees Settings

Configuration Options

The following options are available in the Fees Settings page.

Accept Partial Fees

This setting allows the system to accept partial payments instead of requiring the full fee amount in a single transaction.

When Enabled: Students or parents can pay a portion. Remaining appears as Total Due.
When Disabled: System only allows full fee payments. Partial not accepted.
Add Fees with Old Date

This option allows administrators to record fee transactions using a previous date.

When Enabled: Backdated entries can be created. Useful for entries.
When Disabled: Fee records can only be created using the current system date.
Activate Student-Based Discount Setup

This setting allows discounts to be applied to individual students.

When Enabled: Discounts assigned student-wise (Scholarships, etc).
When Disabled: Individual student discounts cannot be applied.
Apply Discount from Total Fees or Fees Receipt

Determines when the discount is applied during the process.

Discount from Total Fees: Applied directly to the total fee amount.
Discount in Fees Receipt: Applied at the time of payment.
Maintain Receipt Number Manually

Allows administrators to control receipt numbering manually.

When Enabled: Administrator must enter the receipt number manually.
When Disabled: System automatically generates receipt numbers.

Fees Receipt Options

This section determines who will receive the fee receipt after a payment is processed.

Fees Receipt Only for Student

The receipt will be generated only for the student or parent.

Fees Receipt Only for School

The receipt will be available only for the school administration.

Fees Receipt for Student and School

The receipt will be generated for both the student and the school administration.

The receipt will be generated for both the student and the school administration.

Saving the Settings

After configuring the required options:

1

Review the selected settings

2

Click Submit

The system will apply and save the updated configuration.