Generating monthly fee vouchers

Each month you create fee challans (vouchers) for your students. You can do this for the whole campus, a class or a section in one run, rather than one student at a time.

Before you start

• Fee heads and class fee structures must be set up, and students must be enrolled in the current session.
• Any concessions you want applied should already be assigned to students.
• You need permission for Create Challan. If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

1. Go to Fee > Create Challan.
2. Under Select Category, choose Create Monthly Fee Challans.
3. Optionally narrow the run by class, section, group or student category. Leave the filters on "All" to create challans for every student.
4. Choose the Fee Month and Fee Year.
5. Set the Due Date families must pay by.
6. If you want to give a one-off discount on this batch only, tick Apply one time Concession?, choose Fix Amount or Percentage, and add a narration.
7. Click Create. You are told how many challans were created and how many already existed.
8. To print, go to Fee > Slips and print for the class or campus.

Good to know

• Running the same month twice is safe. Students who already have a challan for that month are skipped, so you can rerun for a class you missed.
• Each challan picks up the student's monthly fee, the class's recurring charges, their assigned concessions, transport charges where they use transport, and any unpaid balance carried forward as arrears.
• If late fee fines are switched on in Fee > Fee Setting, a fine for an unpaid previous month can be added to the new challan.
• The one-time concession applies only to challans created in this run. It does not change the student's permanent concession.
• The same Select Category list has other options: Create Instant Fee Challan for a single student or class charge, Add Bulk Entries to add a charge to existing challans, and transport, hostel, term or session challans. Which options appear depends on how your institution bills.
• If your institution uses accrual accounting, challans can only be created for a month inside an open accounting period. If you see a period error, ask your accountant to open the period.

Common questions

A student joined after I created the month's challans. What do I do?

Run Create Monthly Fee Challans again for that student's class. Only students without a challan for that month get one.

Can families see the challan online?

Yes. Families can view challans and print a bank challan from the Fee section of the family portal. Paying online is only possible where your institution has set up a payment gateway, and gateway availability varies by country and provider.

For an overview, see Fee Management.