Fee book and receipts

Who can use the fee book

The owner of the institute, admins and accountants can open the Fees tab, set up fee plans and record payments. Staff with the Teacher role cannot see fees. See Institute team and roles.

Set up a fee plan for a student

Fee plans are made from the student's row in their batch. The student must be in a batch first; see Batches, timetable and attendance.

1. 1Open your institute, go to Batches and click the batch.
2. 2In the Students tab, click Fee plan on the student's row.
3. 3Under For, type what the fee is for. It starts as "Course fee".
4. 4Type the Total (₹).
5. 5Type the number of Instalments, from 1 to 24.
6. 6Pick the First due date. It starts as today.
7. 7Check the list of instalments that appears: one per month from the first due date, with the amount of each.
8. 8Click Save plan. You see Fee plan saved. Record payments under Fees.

The total is split into equal monthly instalments. If it does not divide evenly, the last instalment takes the rest.

Each student has one fee plan per batch. If you click Fee plan again for the same student in the same batch and save, the new plan replaces the old one, together with the payments recorded on it. Do this only when you really want to start the record again.

The Fees tab

Open your institute and go to Fees. At the top are three totals: Billed (all fee plans), Received (all payments) and Overdue.

• Use the buttons All, Overdue, Due and Paid to filter the list.
• Use the search box (Search name, phone, batch) to find a student.
• Each row shows the student's name, batch, what the fee is for, and how much is paid out of the total.
• Under that, the status: Fully paid, the amount overdue, the next due date, or the amount due.
• Each payment already recorded shows as a small button with its receipt number and amount. Click it to open the receipt.

An amount is overdue when an instalment's due date has passed and the payments so far do not cover it. Payments count towards the earliest instalments first.

Record a payment

1. 1In Fees, find the student and click Record payment.
2. 2The window shows how much is still due. Check the Amount (₹); it starts as the full amount due. It cannot be more than what is due.
3. 3Pick the date in Received on.
4. 4Under Paid by, choose Cash, UPI, Bank transfer, Card, Cheque or Other.
5. 5Add a Note (optional), such as a UPI reference or cheque number.
6. 6Click Save and issue receipt. You see Receipt and its number, and the receipt opens.

The Record payment button disappears when the fee is fully paid.

Receipts

Every payment gets the next receipt number of your institute, such as R-00001, then R-00002, and so on. Two people recording payments at the same time never get the same number.

A receipt shows: Received from, Batch, Towards (what the fee is for), Date, Mode (with your note), Amount and Balance due.

1. 1Open a receipt: it opens by itself after you record a payment, or click the receipt button on the student's row in Fees.
2. 2Click Print / Save PDF. A page with your institute's name and "Fee receipt" opens and the print window appears.
3. 3Print it, or choose "Save as PDF" in the print window to send it to the student.

Balance due on a receipt is the balance at the moment you open it. If you reprint an old receipt after later payments, it shows the current balance.

What students see

A student you added to the batch by their Sikhami username sees their fee status in My batches on their My learning page: Fees paid, the amount due, or the amount overdue.

• Students do not see receipts or the list of instalments on the website. Give them the printed or PDF receipt.
• Students added only by name and phone see nothing on Sikhami.
• Each student sees only their own fees.

Fees on the dashboard

The institute's Dashboard shows Fees collected this month, Fees due and Overdue to the owner, admins and accountants.

Questions