Fee Structure & Setup

The Fee Structure & Setup page is your central hub for configuring all fee-related settings in Pasarai ERP. This guide covers how to set up fee heads, create fee masters, configure transport fees, and manage concessions.

Table of Contents

• Accessing Fee Structure Setup
• Fee Master
  • Creating a Fee Master
  • Adding Fee Lines
  • Editing a Fee Master
• Transport Fee
  • Creating Transport Fee
  • Transport Fee Fields
• Fee Heads
  • Creating a Fee Head
  • Fee Head Properties
  • Managing Fee Heads
• Concessions
  • Creating a Concession
  • Concession Types
  • Concession Scope
• Best Practices
• Frequently Asked Questions

Accessing Fee Structure Setup

1. Navigate to Finance from the sidebar
2. Click on Fee Management
3. Select Fee Structure & Setup or click the Setup button

The page contains four main tabs:

• Fee Master – Define complete fee structures for classes
• Transport – Configure transportation fees by route/stop
• Fee Heads – Create reusable fee categories
• Concessions – Set up discounts and waivers

Note: Changes made here directly impact fee calculations, payment reminders, and collection workflows across your institution.

Fee Master

The Fee Master tab allows you to create comprehensive fee structures that can be assigned to specific classes and academic years.

Key Features

Creating a Fee Master

1. Click the Create button in the top-right corner
2. Fill in the required details:

Adding Fee Lines

Fee lines represent individual fee components within a fee master. Each line links to a fee head and specifies the amount and due date.

1. After entering basic details, you’ll see the Fee Lines section
2. Click Add Line to add a new fee component
3. For each line, configure:

Tip: Mandatory fee heads are automatically added when creating a new fee master. You can modify amounts and due dates as needed.

Generating Recurring Fee Lines

For recurring fee heads (e.g., monthly transport), you can auto-generate multiple fee lines:

1. Select a recurring fee head
2. Enter the base amount
3. Click the Generate button
4. Choose the frequency and start month
5. The system creates individual lines for each period

Available Frequencies:

• Monthly (12 lines)
• Quarterly (4 lines)
• Half-Yearly (2 lines)
• 3 Terms (3 lines)

Editing a Fee Master

1. Locate the fee master in the table
2. Click the Edit button in the Actions column
3. Modify the name, classes, or fee lines as needed
4. Click Save to apply changes

Warning: Editing a fee master may affect students already assigned to it. Review changes carefully before saving.

Transport Fee

Configure transportation fees based on routes and pickup/drop points. Transport fees are calculated separately from academic fees and can vary by distance or zone.

Creating Transport Fee

1. Click the Add button
2. Complete the transport fee form:

Transport Fee Fields

Filtering Transport Fees

Use the filter panel to narrow down transport fees:

• Academic Year – Filter by specific year
• Fee Head – Filter by fee head type
• Transport Stop – Filter by specific stop/route
• Status – View active or inactive fees

Activating/Deactivating Transport Fees

Toggle the status of any transport fee directly from the table using the status switch. Inactive fees will not be applied to new assignments.

Fee Heads

Fee heads are reusable fee categories that define the type, frequency, and tax configuration for fees. Create fee heads once and use them across multiple fee masters.

Creating a Fee Head

1. Click the Add button
2. Configure the fee head properties:

Fee Head Properties

Category Types

Repeat Types

Managing Fee Heads

Filtering Fee Heads

The filter panel allows you to search and filter by:

• Search – Find by name or description
• Category – Academic, Transport, Hostel, Other
• Repeat Type – One Time or Recurring
• Status – Active or Inactive
• Mandatory – Yes or No

Editing a Fee Head

1. Click the Edit (pencil) icon on any row
2. Modify the properties as needed
3. Click Save

Deactivating a Fee Head

1. Click the Deactivate (trash) icon
2. Confirm the action in the dialog
3. The fee head will be marked inactive but can be reactivated later

Note: Deactivating a fee head does not remove it from existing fee masters where it’s already in use.

Concessions

Concessions allow you to apply discounts and waivers to student fees. Configure concession rules that automatically apply based on student attributes.

Creating a Concession

1. Click the Add button
2. Configure the concession:

Concession Types

Concession Scope

Filtering Concessions

Filter concessions by:

• Search – Find by name
• Type – Percentage, Fixed Amount, Full Waiver
• Scope – Student, Sibling, Staff Child
• Status – Active or Inactive

Deactivating a Concession

1. Click the Deactivate icon on the concession row
2. Confirm the action
3. The concession will no longer be applied to new fee calculations

Important: Deactivated concessions remain in historical records but won’t be available for new assignments.

Best Practices

Setting Up Fee Structure

1. Create Fee Heads First – Define all your fee categories before creating fee masters
2. Use Descriptive Names – Clear naming helps during fee collection and reporting
3. Mark Mandatory Fees – Set commonly required fees as mandatory to auto-populate fee masters
4. Plan Recurring Fees – Use the recurring feature for monthly/quarterly fees to save time

Managing Concessions

1. Define Clear Scope – Use specific scopes (Sibling, Staff Child) for automatic application
2. Link to Relevant Fee Heads – Only apply concessions to applicable fee heads
3. Document Concession Rules – Keep a record of your institution’s concession policies

Transport Fees

1. Create Stops First – Ensure transport stops are configured in Facilities > Transport
2. Differentiate Pricing – Set separate amounts for pickup-only vs. pickup & drop
3. Annual Review – Update transport fees each academic year to reflect cost changes

Frequently Asked Questions

How do I apply a fee structure to multiple classes?

When creating or editing a fee master, select multiple classes in the “Applicable Classes” field. All selected classes will share the same fee structure.

Can I modify fees for individual students?

Yes, fee adjustments can be made at the student level through Fee Management > Student Fees. Changes there override the master structure for that specific student.

What happens when I deactivate a fee head?

The fee head becomes unavailable for new fee masters but remains in existing structures. Historical records and reports are not affected.

How are concessions prioritized?

When multiple concessions apply, the system uses the highest priority concession. Concessions are listed in priority order in the table.

Can I import fee structures from a spreadsheet?

Currently, fee structures must be created through the UI. Contact support for bulk import assistance with large configurations.

Related Documentation

• Finance Configuration – Payment gateway and reminder settings
• Billing & Invoices – Invoice generation and tracking
• Fee Collection – Day-to-day fee collection workflows
• Finance Reports – Financial reporting and analytics