Fee Types

This chapter covers how to create and manage different fee types in the School Management System.

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Overview

Fee Types define the categories of fees that can be charged to students. Each fee type has specific properties including name, amount, frequency, and whether it's mandatory or optional.

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Accessing Fee Types

• Log in as Administrator or Accountant

Navigate to Fees → Fee Types

View the list of all existing fee types

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Creating a New Fee Type

Step-by-Step Process

Click Add Fee Type button

Fill in the following fields:

Basic Information

Name - Descriptive name (e.g., "Tuition Fee", "Lab Fee", "Transportation Fee")

Code - Short code for reference (e.g., "TF", "LF")

Description - Optional detailed description

Fee Amount

Amount - The fee amount in your currency

Currency - Default is set from system settings

Fee Category

Category - Select one:

- Mandatory - Required for all students (tuition, exam fees) - Optional - Charged only when applicable (transport, hostel) - One-time - Charged once (registration, admission)

Frequency

Fee Frequency - How often this fee is charged:

- Monthly - Recurs every month - Quarterly - Charged 4 times per year - Semi-Annual - Charged twice per year - Annual - Charged once per year - One-time - Single payment

Additional Options

Class/Group - Optionally restrict to specific classes

Head - Accounting head for financial tracking

Is Active - Enable or disable this fee type

Show in Website - Display on parent portal

Click Save to create the fee type

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Managing Existing Fee Types

Editing a Fee Type

• Find the fee type in the list

Click the Edit button

• Modify the required fields

Save changes

Deactivating a Fee Type

Instead of deleting, deactivate fee types that are no longer needed:

• Edit the fee type

Toggle Is Active to off

Save

Deactivated fee types won't appear in new assignments but historical data is preserved.

Deleting a Fee Type

Only unused fee types can be deleted:

Click Delete on the fee type

• Confirm the deletion

If the fee type has been assigned, you'll see an error

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Common Fee Types

Academic Fees

• Tuition Fee - Core education cost

• Lab Fee - Laboratory materials and equipment

• Library Fee - Library resources

• Examination Fee - Exam operations

Registration Fee - One-time admission

Facility Fees

• Transportation Fee - Bus service

• Hostel Fee - Boarding facilities

• Sports Fee - Sports facilities and equipment

Computer Fee - IT resources

Additional Fees

• Late Payment Fee - Penalty for late payment

• Re-issue Fee - For replacement documents

Event Fee - School events and activities

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Fee Groups

Group related fees together for easier management:

Go to Fee Groups

Click Add Fee Group

• Name the group (e.g., "Annual Charges")

• Select multiple fee types to include

Save the group

Now you can assign the entire group to students with one action.

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Setting Due Dates

Configure when fees are due:

Go to Settings → Fee Settings

Set default due dates for each frequency:

- Monthly fees due on 1st of each month - Annual fees due by April 30th

Configure late fee rules

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Best Practices

Use consistent naming - Establish naming conventions across all fee types

Set up categories - Group fees logically for easier reporting

Document descriptions - Help users understand what each fee covers

Review annually - Check and update fee amounts each academic year

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Troubleshooting

Problem: Fee type not appearing in assignment

Solution: Verify the fee type is set to "Active"

Problem: Cannot delete fee type

Solution: Remove any existing assignments first

Problem: Fee amounts not updating

Solution: Only new assignments will use updated amounts; existing invoices remain unchanged

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Related Topics

Fee Assignment - Assigning fees to students

Fee Collection - Recording payments

Invoice Management - Managing invoices

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Permissions

The following roles can manage Fee Types:

Administrator - Full access

Accountant - Full access

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Last Updated: April 2026