Fee Management

Table of Contents

1. Overview
2. Fee Reason Code
3. Fee Reason Code Entry Screen
4. Fee Management
5. Build Fee Schedule
6. Fee Schedule Members
7. Waive Fee
8. Student Fee Summary
9. Student Fee Report
10. Customized Fee Report
11. Student Financials
12. Import
13. Student Financials Import

Overview

The Fee Management Module in Easily is a comprehensive solution designed to manage, monitor, and control all student fee-related activities within an institution. It enables institutions to define structured fee components, assign fees accurately to students, apply waivers when required, and maintain a complete financial record for every learner.

This module supports institutions in handling complex fee structures across academic years, grades, programs, and student categories while ensuring transparency and compliance. With built-in reporting and import capabilities, Fee Management reduces manual effort, minimizes errors, and provides real-time visibility into student financials.

From creating fee reason codes and building fee schedules to tracking payments and generating customized financial reports, the Fee Management Module empowers finance teams, administrators, and management to make informed decisions with confidence.

Fee Reason Code Entry Screen

This screen is used to define, view, and manage Fee Reason Codes, which are the building blocks of the Fee Management module. Every fee charged to a student (admission, tuition, registration, etc.) is created and controlled from here.

1. Header & Context Information

1. Institution Name: EasyLib Group of Institutions (Kagina)
2. Purpose: Indicates this is a test instance of EasyLib/EasyOne for campus-wide usage.
3. Session Info: Shows logged-in user session start time.
4. Top Menu: Home, Menu, Support, Dashboard, Logout options.

2. Left Navigation Panel (Fee Management Menu)

This menu shows all fee-related modules:

1. Fee Reason Code Entry Screen (current screen)
2. Build Fee Schedule
3. Fee Schedule Members
4. Waive Fee
5. Student Fee Summary
6. Student Fee Report
7. Customized Fee Report
8. Student Financials
9. Import
10. Student Financials Import

?? This confirms that Fee Reason Code is the first and foundational step in fee setup.

3. Filter Section (Top Controls)

These filters control which fee reason codes are displayed:

1. Institute: Selects the institution (e.g., IIBS)
2. Academic Year: Fee applicability period
3. Grade: Class or program (e.g., MBA 1st Sem – all branches)
4. Section: Section-wise filtering (e.g., A)

Buttons:

1. List: Fetches and displays fee reason codes based on selected filters
2. Clear: Resets all filters

4. Add Fee Details Button

1. + Add Fee Details (Top Right)
2. Used to create a new Fee Reason Code
3. Opens the entry form to define:
4. Fee code
5. Fee name
6. Description
7. Default fee amount
8. Currency
9. Applicable grade & section

5. Fee Reason Code Listing Table

This table displays all existing fee reason codes based on the selected filters.

Column Explanation:

1. Institute: Institution to which the fee belongs
2. Fee Reason Code: Unique system-generated or user-defined code
3. (e.g., 2021BDSADM, 21VITBEADMGM)
4. Fee Reason Name: Short name of the fee
5. (e.g., BDS Admission Fee)
6. Fee Reason Description: Detailed explanation of the fee
7. Default Fee: Standard amount charged (e.g., 100000, 120000)
8. Currency: Currency type (Rs)
9. User ID: User who created or last modified the record
10. Grade: Applicable grade or program
11. Section: Applicable section
12. Action:
13. Modify: Edit fee details
14. Delete: Remove fee reason code (usually permission-based)

6. Search & Pagination

1. Search box: Quickly find a fee reason by name or code
2. Show entries: Control number of records displayed
3. Pagination (Previous / Next): Navigate through records

7. Functional Importance of This Screen

1. Acts as the master setup for all fee operations
2. Mandatory before:
3. Building fee schedules
4. Assigning fees to students
5. Generating fee reports
6. Ensures:
7. Standardization of fees
8. Accurate reporting
9. Audit-ready financial data

Build Fee Schedule

The Build Fee Schedule screen is used to create and assign fee structures to students based on academic year, grade, section, gender, or individual member. It links Fee Reason Codes with students and defines who pays what and when.

1. Header & Context

1. Institution: EasyLib Group of Institutions (Kagina)
2. Environment: Test instance for campus-wide setup
3. Module: Fee Management ? Build Fee Schedule
4. Session Info: Logged-in user and session start time

2. Left Navigation (Fee Management Menu)

Highlights Build Fee Schedule as the active screen.

Other related screens:

1. Fee Reason Code Entry Screen
2. Fee Schedule Members
3. Waive Fee
4. Student Fee Summary & Reports
5. Student Financials
6. Import options

This shows that the Build Fee Schedule is the next step after defining Fee Reason Codes.

3. Filter & Selection Criteria (Top Section)

These fields define to whom the fee schedule will apply:

1. Institute: Institution name (IIBS)
2. Academic Year: Fee validity period
3. (01-Jul-2023 to 30-Jun-2024)
4. Grade: Program/Class (MBA 1st Sem – all branches)
5. Section: Section-wise applicability (A)
6. Gender: Optional filter for gender-specific fees
7. Member ID: Used to assign fees to a specific student

Buttons:

1. List: Displays students matching selected criteria
2. Clear: Resets all filters

4. Student Listing Table

This table displays students eligible for fee assignment.

Column Explanation:

1. Checkbox: Select one or multiple students
2. Sl. No: Serial number
3. Institute Name
4. Academic Year
5. Member ID: Unique student identifier
6. Name: Student name (if configured)
7. Grade
8. Section
9. Gender

?? This list helps users select students in bulk for fee schedule assignment.

5. Add Schedule Button

1. Add A Schedule (Top Right)
2. Used after selecting students
3. Opens the screen to:
4. Choose applicable Fee Reason Codes
5. Define fee amounts
6. Set installments / due dates
7. Save the fee schedule

6. Search, Pagination & Records Control

1. Search box: Filter students quickly
2. Show entries: Control number of students per page
3. Pagination: Navigate through student list

7. Functional Importance of This Screen

1. Connects Fee Reason Codes ? Fee Schedules ? Students
2. Enables:
3. Bulk fee assignment
4. Class-wise or individual fee setup
5. Gender- or section-specific fees
6. Forms the base for:
7. Student Fee Summary
8. Student Financials
9. Fee Reports

8. Typical Workflow

1. Create Fee Reason Codes
2. Go to Build Fee Schedule
3. Filter students (Year / Grade / Section)
4. Select students
5. Click Add A Schedule
6. Assign fees and save

Fee Schedule Members

The Fee Schedule Members screen allows users to view, manage, and take action on fee schedules assigned to individual students. It is used after fees are created and scheduled, and it supports payment processing, waiver requests, and corrections.

Fee Management ? Fee Schedule Members

This screen displays a list of students with assigned fee schedules along with fee amounts, due balances, validity dates, and available actions such as payment, waiver request, or removal.

Used to narrow down fee records:

1. Institute: Select the institution (e.g., IIBS)
2. Academic Year: Select the applicable academic year
3. (e.g., 01-Jul-2023 to 30-Jun-2024)
4. Grade: Select class/program
5. (MBA 1st Sem – all branches)
6. Fee Reason Name: Filter by specific fee type (Admission Fee, Sports Activity Fee, Covid Safety Fee, etc.)

Buttons

1. List: Displays fee schedule members based on selected filters
2. Clear: Resets all filter selections

Fee Schedule Members Table

This table shows student-wise fee assignment details.

1. Sl. No: Serial number
2. Institute: Institution name
3. Fee Name: Fee reason assigned to the student
4. Academic Year: Fee validity period
5. Member ID: Unique student identifier
6. Grade: Student’s class/program
7. Name: Student name
8. Fee: Total fee amount assigned
9. Due: Pending amount to be paid
10. Start Date: Fee schedules start date
11. End Date: Fee schedule end date
12. Action:
13. Remove: Removes the assigned fee from the student
14. Pay:
15. Pay button to process fee payment
16. Request For Waive:
17. Used to request partial or full fee waiver

Action Buttons – Usage

Remove

1. Deletes the fee schedule for the selected student
2. Used for corrections or wrong assignments
3. Access controlled by user role

Pay

1. Opens fee payment screen
2. Used to record student fee payment
3. Updates due amount and student financials

Request For Waive

1. Initiates fee waiver workflow
2. Requires approval from authorized users
3. Used for concessions, scholarships, or special cases

Functional Importance

1. Central screen for fee operations
2. Enables:
3. Fee collection
4. Due tracking
5. Waiver initiation
6. Fee schedule corrections
7. Directly updates:
8. Student Fee Summary
9. Student Financials
10. Fee Reports

Waive Fee – Screen Explanation

Purpose

The Waive Fee screen is used to review, approve, or reject fee waiver requests raised for students. It enables authorized users to grant fee concessions based on merit, scholarships, financial aid, or special approvals while maintaining transparency and audit control.This screen displays a list of fee waiver requests submitted for students along with the requested waiver amount, justification, and approval status.

Filter Section

Used to filter waiver requests:

1. Fee Reason Name: Select the applicable fee (e.g., 2025 batch)

Buttons

1. List: Displays waiver requests based on the selected fee reason
2. Clear: Resets the filter selection

Waive Fee Request Listing Table

This table shows student-wise waiver request details.

Column Description

1. Sl. No: Serial number
2. Fee Name: Fee reason for which waiver is requested
3. Member ID: Unique student identifier
4. Name: Student name
5. Reason: Justification provided for fee waiver
6. Total Fee: Total fee amount assigned
7. Requested Amount to Waive: Amount requested for waiver
8. Date: Date and time of waiver request
9. Accept:
10. Accepted: Waiver approved
11. Reject:
12. Rejected: Waiver declined

Action Status Explanation

Accepted

1. Requested waiver amount is approved
2. Fee due amount is reduced accordingly
3. Changes are reflected in:
4. Student Fee Summary
5. Student Financials
6. Fee Reports

Rejected

1. Waiver request is declined
2. Original fee amount remains unchanged
3. Status is recorded for audit reference

Functional Importance

1. Ensures controlled and authorized fee waivers
2. Maintains financial transparency
3. Supports merit-based and need-based concessions
4. Provides a clear approval trail for audits

Student Fee Summary

The Student Fee Summary screen provides a consolidated, student-wise view of all fee details, including total fees, payments made, waivers applied, and outstanding dues. It is primarily used by finance and front-office teams for quick fee status checks and payment processing.

Fee Management ? Student Fee Summary

This screen allows users to search for an individual student and view a summarized breakdown of all fees assigned to that student. It supports quick filtering to view all fees or only pending dues.

Search & Filter Section

Used to retrieve a specific student’s fee details:

1. Member ID: Enter the student’s unique ID (e.g., ESPL0136)
2. Search Icon: Fetches the student’s fee records
3. All: Displays all assigned fees (paid and unpaid)
4. Only Due: Displays only pending fee items

Action Buttons

1. Pay: Initiates payment for selected fee items
2. Submit: Confirms and processes the selected action

Fee Summary Table

This table shows fee-wise financial details for the selected student.

Column Description

1. Sl. No: Serial number
2. Fee Name: Name of the fee (Admission Fee, Tuition Fee, etc.)
3. Fee Amount: Total fee assigned
4. Paid Amount: Amount already paid
5. Waived Amount: Amount waived (if any)
6. Due Amount: Outstanding amount
7. Payable Amount: Amount selected for payment
8. Remaining Due: Balance amount after payment

Table Behavior

1. Displays 0 entries if:
2. No fees are assigned to the student, or
3. Fees are fully paid and filtered out
4. Supports pagination and search when records exist

Functional Importance

1. Provides instant visibility into a student’s fee status
2. Helps finance teams:
3. Answer student/parent queries quickly
4. Collect pending fees
5. Verify waivers and payments
6. Acts as a quick-access alternative to detailed reports

Student Fee Report

The Student Fee Report screen provides a detailed, report-style view of student fee data across the institution. It helps administrators and finance teams analyze fee schedules, payments, waivers, and outstanding dues student-wise for a selected academic year and fee reason.

Navigation Path

Fee Management ? Student Fee Report

This screen allows users to generate a comprehensive fee report by applying multiple filters such as institute, academic year, and fee reason. The generated report can be viewed on screen or exported for offline use.

Filter / Selection Section

Used to define the scope of the report:

1. Institute: Select the institute or campus
2. Academic Year: Choose the relevant academic year
3. Reason Name: Select the fee reason (e.g., Admission Fee, Tuition Fee)
4. List: Generates the report based on selected filters
5. Clear: Resets all selected filters

Export Options

1. EXCEL: Exports the report in Excel format for analysis and sharing
2. HTML: Exports the report in HTML format for browser viewing or printing

Report Table

Displays student-wise fee details based on selected criteria.

Column Description

1. Member Id: Unique student identifier
2. Name: Student name
3. Mobile No.: Registered contact number
4. Email Id: Student email address
5. Reason Name: Fee reason mapped to the student
6. Grade: Academic grade or year
7. Section: Section or class division
8. Schedule Amount: Total fee amount scheduled
9. Amount: Amount paid by the student
10. Waived Amount: Fee amount waived (if any)
11. Due Amount: Outstanding fee amount

Table Features

1. Pagination: Control number of records displayed
2. Search Box: Quickly search records using name, member ID, etc.
3. Sorting: Click column headers to sort data
4. Displays zero or more records depending on filter selection

Functional Importance

1. Enables institution-wide fee monitoring
2. Helps identify:
3. Fully paid students
4. Students with pending dues
5. Waived fee cases
6. Useful for:
7. Finance reconciliation
8. Management reporting
9. Audit and compliance

Perfect ??

Here is a similar, clean help documentation explanation for the Fees Customized Report screen, matching the earlier style and structure.

Fees Customized Report

The Fees Customized Report screen allows users to generate flexible, customizable fee reports based on selected institutes and fee reason codes. It is mainly used for advanced analysis, reconciliation, and institution-specific fee tracking.

Fee Management ? Customized Fee Report

This screen provides a customizable view of fee-related data, enabling users to filter, search, and analyze paid and due amounts at a granular level. It supports multi-selection, column control, and printing/export options.

Filter / Selection Section

Select One

1. Used to choose the report type or filter criteria (as configured in the system)

Institute Name

1. Select the institute (e.g., CKPIM) for which the report is required

Action Buttons

1. Search: Fetches data based on selected filters
2. Clear: Resets all filter selections

Enable / Disable Multiselection

1. Allows selecting multiple rows for bulk actions or analysis

Report Control Options

1. Refresh Data: Reloads the report data
2. Show / Hide Columns: Customize visible columns
3. Print: Print the displayed report
4. Search Box: Search records within the table

Report Table

Displays customized fee data based on applied filters.

Column Description

1. Institute Name: Name of the institute
2. Fee Reason Code: Unique code for the fee type
3. Member Id: Student or member identifier
4. Amount Paid: Fee amount already paid by the student
5. Amount Due: Outstanding fee amount

Note:

1. null indicates no payment record available
2. Due amount appears where fees are pending

Table Features

1. Pagination: Navigate across multiple pages of records
2. Entries Selector: Control number of records shown per page
3. Search: Quick keyword-based filtering
4. Multi-record selection (if enabled)

Functional Importance

1. Supports custom financial reporting
2. Helps identify:
3. Students with pending dues
4. Fee reason–wise outstanding amounts
5. Institute-level fee status
6. Useful for:
7. Finance audits
8. Management reviews
9. Bulk follow-ups and reconciliation

Got it ??

Below is the same “similar” help-documentation style explanation for the Student Financials screen, matching the previous Fee Management screens you’ve been documenting.

Student Financials

Purpose

The Student Financials screen provides a complete transaction-level view of all student fee payments recorded in the system. It is used to track, verify, and manage payment entries, including bulk payments, receipts, and corrections.

Navigation Path

Fee Management ? Student Financials

Screen Overview

This screen displays a list of all payment transactions made by students across the institute. It supports payment entry, receipt of generation, and correction actions, making it a core screen for the finance and accounts team.

Filter Panel (Left Side)

Used to narrow down payment records:

1. Member Name: Search by student name
2. Member ID: Search by unique student ID
3. Payment ID: Search specific transaction
4. Payment Date: Filter by payment date
5. Payment No.: Reference number of the payment
6. Currency: Payment currency
7. Amount: Payment amount
8. Payment Received By: User who collected the payment
9. Payment Type: Cash, Online, Bulk Payment, etc.

Action Button

1. + Add New Payment

Used to record a new fee payment for a student

Student Finance List

Column Description

1. Payment ID: System-generated unique payment number
2. Member ID: Student ID
3. Member Name: Student name
4. Payment Date: Date of payment
5. Payment No.: External or reference number
6. Currency: Payment currency
7. Amount: Paid amount
8. Reason: Fee reason code linked to the payment
9. Payment Type: Mode/type of payment (e.g., BulkPayment)
10. Actions:
11. +RC: Generate / view Receipt
12. RC: Reprint or view existing receipt

Table Features

1. Pagination: Navigate across multiple pages
2. Entries Selector: Choose number of records per page
3. Sorting: Click on headers to sort data
4. Quick Navigation: Jump directly to specific pages

Functional Importance

1. Acts as the source of truth for all fee transactions
2. Enables:
3. Receipt generation
4. Audit and verification
5. Payment reconciliation
6. Automatically updates:
7. Student Fee Summary
8. Student Fee Report
9. Customized Fee Reports

Typical Workflow

1. Click + Add New Payment
2. Select student and fee reason
3. Enter payment details
4. Save the transaction
5. Generate receipt using +RC
6. Verify reflected updates in reports

Student Financials Import

The Student Financials Import screen allows institutions to bulk upload student payment and financial transaction data into EasyLib using an Excel file. This feature significantly reduces manual data entry and ensures faster, error-free financial record creation.

Fee Management ? Import ? Student Financials Import

This screen enables administrators to:

1. Upload Excel files containing payment data
2. Map Excel columns to EasyLib database fields
3. Save mapping templates for reuse
4. Import up to 5000 records at a time

Header Note

Note: Input file must be .xls format and maximum rows allowed is 5000

Import Section

1. Choose File: Select the Excel (.xls) file containing student financial data
2. Import: Uploads the selected file into the system
3. Read from File: Reads and validates the uploaded Excel data
4. Clear: Clears selected file and mapping data
5. Download Template: Downloads a predefined Excel template with required columns
6. Instructions: Displays detailed guidelines for preparing the Excel file

Mapping Section (Highlighted Area)

1. Map the Fields from Excel

1. Dropdown lists all column names available in the uploaded Excel file
2. Select an Excel column to map

2. Map the Fields to Database

1. Dropdown lists EasyLib’s internal database fields (e.g., Member ID, Amount, Payment Date)
2. Select the corresponding system field

3. Mapping Table

Displays the mappings created between:

1. File Fields ? Excel columns
2. Database Fields ? EasyLib fields
3. Remove ? Delete an incorrect mapping

Mapping Action Buttons

1. OK: Confirms the selected field mapping
2. Import: Imports data after mapping is complete
3. Get Last Mapped Data: Retrieves the most recently used mapping
4. Save: Saves the current mapping configuration

Template Management

Select Template

1. Choose an existing saved template for mapping reuse

Save as Template

1. Saves the current field mapping under a template name
2. Useful for recurring imports with the same format

Submit

1. Finalizes the import process using selected mappings

Typical Import Workflow

1. Click Download Template
2. Fill in student financial data in Excel
3. Click Choose File and upload the file
4. Click Read from File
5. Map Excel fields to database fields
6. Save mapping (optional)
7. Click Import
8. Verify imported records in Student Financials

Validation & Error Handling

1. Ensures mandatory fields are mapped
2. Prevents duplicate or invalid entries
3. Displays error messages if:
4. File format is incorrect
5. Required fields are missing
6. Data type mismatch occurs

Functional Importance

1. Ideal for:
2. Bulk fee collection uploads
3. Migrating legacy financial data
4. End-of-day or end-term reconciliation
5. Automatically updates:
6. Student Financials
7. Student Fee Summary
8. Fee Reports