Collecting Fees: Online, Offline & Auto-Debit

TL;DR: EduSuite OS supports multiple payment methods — parents can pay online via the portal, or your office can record cash/cheque/bank-transfer payments. Receipts are auto-generated for every transaction.

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Payment Methods Overview

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Online Payment (Parent Self-Service)

How Parents Pay Online

1. Parent logs into the Parent Portal or PWA.
2. Navigates to Fees → Outstanding.
3. Sees all pending fee installments with amounts and due dates.
4. Selects installments to pay (one or multiple).
5. Clicks Pay Now → redirected to payment gateway.
6. Pays via UPI, credit/debit card, net banking, or wallet.
7. Receipt auto-generates and is available for download.

Requirements

• Payment gateway configured (see Payment Gateway Setup)
• Parent registered on the portal
• Active internet connection

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Cash Payment (Office Collection)

1. Go to Finance → Collect Fee.
2. Search for the student by name, class, or admission number.
3. Select the installments being paid.
4. Choose Payment Method → Cash.
5. Enter the amount received.
6. Click Collect.
7. Print or email the receipt.

Partial Payments

EduSuite OS supports partial payments:

• If a student owes ₹5,000 but pays ₹3,000:
  • Enter ₹3,000 as the amount.
  • The remaining ₹2,000 shows as outstanding.
  • The receipt reflects the partial payment.

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Cheque Payment

1. Go to Finance → Collect Fee.
2. Select the student and installments.
3. Choose Payment Method → Cheque.
4. Enter:
   • Cheque number
   • Bank name
   • Cheque date
5. Click Collect.
6. The payment is recorded as "Pending Clearance".
7. When the cheque clears, go to Finance → Pending Cheques → mark as Cleared.

Bounced Cheques

If a cheque bounces:

1. Go to Finance → Pending Cheques.
2. Find the cheque and click Mark as Bounced.
3. The fee reverts to outstanding.
4. An optional bounce fee can be applied.

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Bank Transfer / NEFT / RTGS

1. Parent makes a bank transfer to the school account.
2. Office staff goes to Finance → Collect Fee.
3. Select the student and installments.
4. Choose Payment Method → Bank Transfer.
5. Enter the transaction reference number.
6. Click Collect.

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Auto-Debit (Recurring Payments)

For parents who opt in to automatic payments:

1. Go to Finance → Settings → Auto-Debit.
2. Enable auto-debit for your payment gateway.
3. Parents can set up mandates from their portal:
   • They authorize recurring debits.
   • On each due date, the system automatically charges their account.
   • Receipts are generated automatically.

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Bulk Fee Collection

For collecting fees from multiple students at once (e.g., during fee drives):

1. Go to Finance → Bulk Collection.
2. Select the class.
3. Enter payment amounts for each student.
4. Choose payment method.
5. Click Process All.
6. Receipts generate for each student.

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Viewing Collection Status

Daily Collection Summary

• Go to Finance → Dashboard for today's collection total.

Class-wise Collection

• Go to Finance → Reports → Collection by Class.

Individual Student Ledger

• Go to Students → [Student] → Finance for complete payment history.

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Troubleshooting

Q: Online payment failed but money was debited. A: Check Finance → Transactions → Pending. Most failed transactions auto-refund within 3-5 business days. Contact your payment gateway if it persists.

Q: Receipt not printing. A: Check your browser's pop-up blocker. EduSuite OS opens receipts in a new tab. Allow pop-ups from your EduSuite OS domain.

Q: Parent says they paid but it's not showing. A: Check if the payment is in Pending status. For bank transfers, ensure office staff has recorded the transaction.

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Ready to go cashless? Set up your payment gateway today.