💰 Module Overview
In this tutorial, we'll learn How to define the actual billing amounts for each fee category, class, and academic year—creating the complete school fee schedule.
Fee Structures specify how much is charged. They combine a Fee Category (e.g., Tuition) with a Class (e.g., Grade 5) and an Academic Year, setting the amount, frequency, and due date. This is where you define that "Grade 1 Tuition is $200 per term."
🧭 How to Access
Navigate to: Finance → Fee Structures
📐 Understanding the Concept
A Fee Structure answers: "Who pays what, when, and how often?" It provides granular control, allowing different amounts for the same fee category across different classes (e.g., Grade 5 Tuition ≠ Grade 6 Tuition).
📋 Fee Structures List Overview
The main page lists all configured structures. Key columns include:
| Column | Description |
|---|---|
| Academic Year | The year the fee applies to. |
| Class | The specific class (or "All Classes"). |
| Fee Category | Type of fee (e.g., Tuition). |
| Amount | The charge. |
| Frequency | How often it's billed (Monthly, Termly, etc.). |
| Due Date | Payment deadline. |
| Status | Active or Inactive. |
| Actions | Edit or Delete. |
Filters at the top allow quick searching by Academic Year, Class, or Category.
➕ Creating a New Fee Structure
Click Add Fee Structure.
Fill in the form:
Academic Year: Select the relevant year.
Class: Choose a specific class or All Classes if the fee is universal.
Fee Category: Select from your pre-defined categories (e.g., Tuition Fee).
Amount: Enter the numeric fee.
Frequency: Select One-time, Monthly, Termly, or Yearly.
Due Date: (Optional) Set a specific deadline.
Late Fine: (Optional) Configure a fixed amount or percentage penalty for late payment.
Description: (Optional) Add internal notes.
Click Create Fee Structure.
⏱️ Fee Frequency Options
| Frequency | Use Case |
|---|---|
| One-time | Admission/Registration fees. |
| Monthly | Recurring monthly tuition or charges. |
| Termly | Standard per-term tuition fees. |
| Yearly | Annual charges like Library or Sports fees. |
🚀 Bulk Creation (For Efficiency)
To save time when setting up a new academic year:
Use the Bulk Create feature.
Select an Academic Year and Fee Category.
Enter amounts for multiple classes in one screen.
Apply common settings (Frequency, Due Date).
Save all at once.
⚠️ Late Payment Fines Configuration
You can automate late fee collection:
Fine Type: Choose Fixed Amount or Percentage of the overdue fee.
Grace Period: Set a number of days after the due date before the fine is applied.
This ensures consistent, automated enforcement of payment policies.
✏️ Editing & Managing Structures
Editing: You can edit existing structures (e.g., update an amount for next year).
Important: Changes do not retroactively affect invoices already generated or assigned to students. They only apply to future billing cycles.
✅ Best Practices
Annual Setup: Create all fee structures at the start of each academic year.
Comprehensive Coverage: Ensure every required Fee Category has a structure defined for each relevant class.
Realistic Deadlines: Set practical due dates aligned with the school calendar.
Annual Review: Review and update structures yearly to reflect cost changes or new policies.
Communicate Clearly: Once finalized, publish the fee schedule to parents via announcements or portals.
The Fee Structures module translates your school's financial policy into actionable billing data, ensuring accurate, flexible, and automated fee management.
Next, we will demonstrate how these structures are used to generate individual student invoices and collect payments.
