Finance & Fees Management

Complete oversight of Fee Structures, Multi-group Collection, Automations, and the Student Wallet System.

Hierarchy: Create Fee Types (Tuition, Lab) -> Bundle them into Fee Groups (Term 1) -> Assign to Students -> Collect.

1. Building the Financial Structure

Define what parents are paying for.

a. Fee Types & Groups

Fee Types: Create individual components via Finance & Fees > Fee Types (e.g., Tuition, Transport).
Fee Groups: Go to Finance & Fees > Fee Groups. Add a Group (e.g., "Class 10 - Semester 1") and attach multiple Fee Types to it.
Due Dates: Critical. The due date set here controls when late fines begin accruing.

2. Assigning Fees (Mass Operations)

Link the financial structure to the student body.

Chunking: To prevent server timeouts on schools with 5,000+ students, the Assignment Controller processes records in database chunks of 500 automatically.

Go to Finance & Fees > Assign Fees.
Select the Target Class, Section, and Fee Group.
Check off the students and save.
Unassigning: The system will actively block you from un-assigning a fee group from a student if they have even $0.01 in recorded payments against it to prevent ledger corruption.

3. Fee Collection & The Wallet Engine

The core daily operation for cashiers.

a. Standard Collection

Go to Finance & Fees > Collect Fees. search by Student Admission No.
The grid displays all outstanding items sorted by earliest due date.
Click Collect Fee (+).
Select the Payment Mode (Cash, Cheque, Online Transfer).
Select the Target Bank Account (e.g., "Main SBI Account").

b. The Wallet Engine (Overpayments)

The system intelligently handles excess cash to prevent accounting errors.

Wallet Credit: If a parent owes $450 but pays $500, the controller automatically caps the fee item at $450 and credits strictly $50 into the student's Wallet Balance.
Wallet Debit: On future collections, cashiers can check the Use Wallet box to deduct the payment from the student's stored credit instead of taking physical cash.

Instant Notification: Upon successful transaction commit, the parent receives an automated WhatsApp/Email receipt.

4. Transaction Reversals

Fixing cashier errors cleanly.

If a cashier typos $5000 instead of $500, do NOT edit it manually in the database.

Go to the student's Payment History and click the Revert (Undo) icon next to the receipt.
Automated Ledger Fix: The controller soft-deletes the receipt, restores the "Due Amount" on the fee structure, and automatically reverses any Wallet Credits/Debits that occurred during that specific transaction.