Fee Assignment

This chapter covers how to assign fees to students in the School Management System.

---

Overview

Fee Assignment connects students with the fee types they need to pay. This can be done individually, by class, or by creating rules that automatically assign fees.

---

Accessing Fee Assignment

• Log in as Administrator or Accountant

Navigate to Fees → Assign Fees

View existing fee assignments

---

Assigning Fees to Individual Students

Step-by-Step Process

Click Assign Fee to Student

• Search and select the student

Choose the Academic Year

Select one or more Fee Types to assign

Set the Due Date for payment

Optionally apply Discounts (if configured)

Review and confirm the assignment

The system will generate invoices automatically based on the assignment.

---

Assigning Fees by Class

Assign the same fees to all students in a class:

Step-by-Step Process

Click Assign Fee to Class

Select the Class and Section

Choose the Academic Year

Select the Fee Types to assign

Set the Due Date

Choose:

- Assign to All - All students in the class - Assign to Active Students Only - Only currently enrolled students

Confirm the assignment

The system will create individual assignments for each student in the class.

---

Using Fee Rules

Fee Rules automate the assignment process based on conditions.

Creating a Fee Rule

Go to Fee Rules

Click Add Rule

Configure:

- Rule Name - Descriptive name - Class - Target class - Fee Type - Fee to assign - Academic Year - When to apply - Due Date - Payment deadline

Save the rule

Activating Rules

The system will automatically assign fees when:

- New students are admitted - Students are promoted to new classes - Academic year begins

---

Managing Fee Assignments

Viewing Assignments

Go to Fee Assignment List

Filter by:

- Class/Section - Fee Type - Academic Year - Status (Active/Inactive)

View all assignments with details

Modifying Assignments

To change an individual student's fee assignment:

• Find the assignment in the list

Click Edit

Modify as needed:

- Change fee amount - Update due date - Apply or remove discounts

Save changes

Cancelling Assignments

To remove a fee assignment:

• Find the assignment

Click Cancel or Delete

Confirm the action

Note: Cancelling an assignment with paid invoices may have restrictions.

---

Discounts and Concessions

Applying Discounts

Go to Fees → Discounts

Create discount types:

- Percentage - % off (e.g., 10% sibling discount) - Fixed Amount - Flat discount (e.g., $100 early payment)

Apply discounts:

- During assignment (select student, choose discount) - Bulk apply to a class - Create discount rules (e.g., 10% for 3rd child)

Discount Types

Sibling Discount - For families with multiple children

Staff Child Discount - For employees' children

Merit Discount - Academic excellence

Early Payment Discount - Prompt payment incentive

Special Discount - Financial aid or special circumstances

---

Waivers

Grant full or partial waivers for specific students:

• Find the student's fee assignment

Click Waiver

Enter:

- Waiver amount or percentage - Reason for waiver - Approving authority (if required)

Save

Waivers reduce the amount the student needs to pay.

---

Viewing Student Fee Status

Check what fees a student has been assigned:

Go to Student Fees

• Search for the student

View:

- All assigned fees - Payment status - Due dates - Discounts applied - Balance due

---

Common Tasks

Reassigning Fees for New Academic Year

• Create fee types for the new year (or copy from previous year)

• Use bulk assign to assign to all classes

Generate invoices

Removing a Fee for a Specific Student

• Find the individual assignment

• Cancel the assignment

Confirm - any pending invoices are also cancelled

Transferring Fees to Another Student

Not directly possible. Cancel original assignment and create new one for the other student.

---

Bulk Operations

Bulk Assign

• Prepare a list of students (or select entire class)

• Choose fee types to assign

• Set common due date

Execute assignment

Bulk Cancel

• Select multiple assignments

• Choose "Cancel Selected"

Confirm - invoices are also cancelled

---

Automatic Invoice Generation

When you assign fees, the system can automatically generate invoices:

Go to Settings → Fee Settings

Enable Auto Generate Invoice

Set timing:

- Immediately on assignment - On a specific date each month - Manually trigger

---

Troubleshooting

Problem: Fee not appearing for a student

Solution: Check if the student is in the correct class and the assignment is active

Problem: Cannot assign fee to new student

Solution: Verify the student has a complete profile with all required information

Problem: Discount not applying

Solution: Ensure discount is set up and assigned to the student

---

Related Topics

Fee Types - Creating fee categories

Fee Collection - Recording payments

Invoice Management - Invoice details

---

Permissions

The following roles can assign fees:

Administrator - Full access

Accountant - Full access

---

Last Updated: April 2026