Fee Structures Module in SSMS

Hello everyone, my name is Ola from Lakesoft Solutions.

In this video, I'll be demonstrating the Fee Structures module — which is where schools define the actual amounts to be charged for each fee category, class, and academic year.

This is where we set values like Grade 5 tuition fee per term or library fee per year.

This module ensures accurate billing, flexibility, and clear financial management.

📍 Navigating to Fee Structures

To access this module:

  1. Go to Finance in the sidebar

  2. Click on Fee Structures

This page displays all configured fee structures in the system.

🧠 Understanding Fee Structures Concept

Fee structures define how much a specific class pays for a particular fee category, within a given academic year.

ExampleExplanation
Grade 5 tuitionMay pay a different amount than Grade 6
Same fee categoryBoth share "Tuition" category, but different amounts

This gives schools full control and flexibility over their billing setup.

📋 Fee Structures List Overview

The Fee Structures list shows all configured fees.

For each entry, we can see:

ColumnDescription
Academic YearWhich year the fee applies to
ClassWhich class is charged
Fee CategoryType of fee (tuition, library, etc.)
AmountThe fee value
FrequencyMonthly, termly, yearly, or one-time
Due DateWhen payment is expected
StatusActive or Inactive
ActionsEdit, Delete, etc.

Filters allow administrators to quickly locate structures by academic year, class, or category.



➕ Creating a New Fee Structure

  1. Click Add Fee Structure.

  2. 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.

  3. Click Create Fee Structure.


⏱️ Fee Frequency Options

FrequencyUse Case
One-timeAdmission/Registration fees.
MonthlyRecurring monthly tuition or charges.
TermlyStandard per-term tuition fees.
YearlyAnnual charges like Library or Sports fees.

This flexibility allows schools to mirror real-world billing practices.

📋 Copy Fee Structure

For faster setup, the system supports copy fee structure creation.

This will copy all fee structures from one academic year to another. Existing structures in the destination year will not be overwritten.



Tips:

ActionBenefit
Copy from previous yearQuickly set up a new academic year
Use percentage adjustmentApply inflation-based increases
Use fixed amountApply uniform fee increases

⚠️ Structures already existing in the destination year are skipped.

✏️ Editing and Managing Fee Structures

ActionNote
EditExisting fee structures can be edited when necessary
Effect of changesApply only to future billing
Past billingNot affected by changes

✅ Best Practices

PracticeWhy It Matters
Set up fee structures at the start of each academic yearEnsures timely billing
Include all applicable fee categoriesPrevents missed charges
Set realistic due datesImproves collection rates
Review structures annuallyReflects any changes in fees

🏁 Closing

That concludes our demonstration of the Fee Structures module.

This module ensures accurate billing, flexibility, and clear financial management.