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Fee Management

The Fee Management module handles all aspects of school fee collection — from defining what fees are charged, to generating invoices, recording payments, applying discounts, and tracking outstanding dues. Payments are collected in cash or online via Razorpay.

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Overview

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Fee Structures

A fee structure defines the fee heads and amounts applicable to a class for a given period.

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Creating a Fee Structure

1. Go to Finance → Fee Management → Fee Structures
2. Click New Fee Structure
3. Fill in:
   • Name (e.g., “Class 6 Annual Fees 2025–26”)
   • Class — select which class this applies to
   • Academic Year — the year this structure is valid for
4. Under Fee Heads, click Add Fee Head and enter:
   • Name — (e.g., Tuition Fee, Activity Fee, Development Fund, Lab Fee, Transport Fee)
   • Amount (₹) — amount in Indian Rupees
   • Frequency — Monthly, Quarterly, Half-Yearly, or Annually
   • Due Day — which day of the month/period the fee is due (e.g., 10th of every month)
5. Add all applicable fee heads
6. Click Save Fee Structure

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Editing a Fee Structure

Click Edit next to any fee structure to modify amounts or add/remove fee heads. Changes to a structure do not automatically update already-generated invoices — only new invoices use the updated structure.

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Generating Invoices

Once a fee structure is set up, generate invoices for students.

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Generate for an Individual Student

1. Go to Finance → Fee Management → Invoices
2. Click Generate Invoice
3. Select:
   • Student — search by name or admission number
   • Fee Structure — the applicable fee structure
   • Month / Term — the period this invoice covers
4. Review the invoice preview showing all fee heads and amounts
5. Click Generate

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Bulk Invoice Generation

To generate invoices for all students in a class at once:

1. Go to Finance → Fee Management → Invoices
2. Click Bulk Generate
3. Select:
   • Class and Section (or select all sections)
   • Fee Structure
   • Month / Term
4. Preview the list — you can deselect individual students if needed
5. Click Generate All

Invoices are created instantly for every selected student.

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Invoice Status

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Recording Payments

When a parent pays fees in cash at school:

1. Go to Finance → Fee Management → Invoices
2. Find the student’s invoice (search by student name or admission number)
3. Click Record Payment
4. Enter:
   • Amount Paid (₹)
   • Payment Mode — Cash, Cheque, NEFT/RTGS, UPI, DD
   • Payment Date
   • Transaction / Cheque Reference (optional but recommended)
   • Remarks (optional)
5. Click Save Payment

A payment receipt is generated automatically. Click Print Receipt or Download Receipt (PDF) to give to the parent.

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Online Payments via Razorpay

If Razorpay is connected to your school’s account (see Settings → Payments), parents can pay directly from the Parent Portal:

1. Parent logs into the Parent Portal
2. Goes to Fees
3. Sees outstanding invoices
4. Clicks Pay Now on an invoice
5. Is redirected to Razorpay’s secure payment page
6. Pays via UPI, Net Banking, Credit Card, or Debit Card
7. On successful payment, the invoice is automatically marked as Paid and a receipt is emailed to the parent

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Fee Discounts and Concessions

Discounts can be applied to student invoices for sibling concessions, merit scholarships, staff children, or any other category your school offers.

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Applying a Discount

1. Open the student’s invoice
2. Click Apply Discount
3. Select or enter:
   • Discount Type (e.g., Sibling Concession, Merit Scholarship, SC/ST Concession)
   • Discount Value — fixed amount (e.g., ₹500) or percentage (e.g., 10%)
   • Applicable Fee Heads — choose whether the discount applies to all fee heads or specific ones (e.g., only Tuition Fee)
   • Reason (mandatory)
4. Click Submit for Approval

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Approval Workflow

Discounts above a threshold go through an approval workflow:

1. The discount request is submitted and the invoice is put on hold
2. The designated approver (typically the School Admin or Principal) receives a notification
3. They go to Finance → Fee Management → Pending Approvals
4. They can Approve or Reject the discount with a comment
5. On approval, the invoice is updated with the discounted amount

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Bulk Fee Generation

For recurring monthly fees across the entire school:

1. Go to Finance → Fee Management → Bulk Generate
2. Select Academic Year and Month
3. Select which fee structures to include (e.g., all classes)
4. Preview the total invoices to be generated
5. Click Generate All

Micron creates invoices for all active students with the applicable fee structure. Students who already have an invoice for that month are skipped automatically.

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Fee Reports

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Collection Summary

Go to Finance → Fee Management → Reports → Collection Summary to see:

• Total fees billed this month / this year
• Total collected (paid invoices)
• Total outstanding (unpaid + overdue)
• Class-wise and head-wise breakdowns

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Outstanding Dues Report

1. Go to Reports → Outstanding Dues
2. Filter by class, date range, or amount
3. Export to Excel for follow-up

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Day Book

The Day Book shows all payment transactions recorded on a specific date — useful for daily reconciliation with the cash register.

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Late Fee Configuration

You can configure automatic late fees for overdue invoices:

1. Go to Finance → Fee Management → Settings → Late Fee
2. Toggle Enable Late Fee
3. Set:
   • Grace Period (days after due date before late fee applies)
   • Late Fee Amount — fixed (e.g., ₹50) or percentage (e.g., 1% per month)
4. Save

Late fees are added automatically to overdue invoices after the grace period passes.

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Frequently Asked Questions

Can I give a discount on only one fee head (e.g., only on Activity Fee)? Yes. When applying a discount, use the Applicable Fee Heads selector to choose specific heads rather than “All”. A parent paid more than the invoice amount. What do I do? Record the exact invoice amount as Paid and create a separate note for the advance/excess amount. You can apply the excess as a credit against their next invoice. Contact support if you need advance payment handling configured for your school. Can I cancel an invoice? Yes. Open the invoice and click Cancel Invoice. Enter a reason. Cancelled invoices cannot be paid and are excluded from outstanding reports. This is typically used when a student leaves the school or a fee was generated in error. How do I handle a bounced cheque? Go to the payment record and click Mark as Bounced. This reverses the payment, restores the invoice to Unpaid status, and optionally adds a cheque bounce charge. Can parents see all their fee history? Yes. Parents can view all invoices (paid, unpaid, and cancelled) and download receipts for paid invoices from the Parent Portal.