Module 03 / 13 · Student lifecycle
Fees & Dues
Keep a separate fee ledger for every applicable year. Show student payments separately from scholarships, with traceable receipts, concessions, refunds and outstanding instalments.
Fee structuresYear-wise ledgerReceipts & refundsInstalments & duesReconciliation
The working flow
What happens, step by step
- Finance approves the fee structure for programme, batch and year.
- Accounts assigns charges and an instalment schedule to the student.
- Approved concessions and adjustments change the net payable amount.
- Accounts posts verified student payments and issues receipts.
- Only received and allocated scholarship money is credited to fees.
- The ledger recalculates outstanding, overdue and excess credit; approved refunds remain visible.
How this connects
Fee structure comes from admission and programme data. Scholarship credits originate in verified scholarship receipts. Library fines and approved other charges can link by reference without duplicate collection.
One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
Explore this workflow →The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
Worked example · fictional student
First year to final year: one clear fee statement
Aarav Sharma · B.Tech, Computer Science · As of 13 September 2026.
| Study year | Charges | Concession | Student paid | Scholarship credited | Outstanding |
|---|---|---|---|---|---|
| Year 1 | ₹75,000 | ₹0 | ₹50,000 | ₹25,000 | ₹0 |
| Year 2 | ₹80,000 | ₹5,000 | ₹50,000 | ₹25,000 | ₹0 |
| Year 3 | ₹85,000 | ₹0 | ₹40,000 | ₹30,000 | ₹15,000 |
| Year 4 | ₹85,000 | ₹0 | ₹30,000 | ₹20,000 | ₹35,000 |
Year 4 example: ₹85,000 assessed − ₹30,000 student payment − ₹20,000 scholarship credit = ₹35,000 outstanding. A pending ₹10,000 scholarship receipt does not reduce this balance. Outstanding and overdue are separate: the remaining Year 4 amount is not overdue until its instalment deadline passes.
What the accounts officer opens
Student → academic year → fee heads → instalments → receipts → concessions / refunds → outstanding. Every year has an independent ledger and a linked receipt history.
What the student / parent sees
Annual assessed amount, student payments, scholarship credits, receipts, upcoming due dates, overdue amount and excess credit. Approved institutional entries are read-only.
The record specification
Fields, requirements & responsibility
Each row identifies the input, when it is needed and who is responsible.
01 / Structure & assessment
13 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Fee structure ID and version | Automatic ID | System generated | Accounts | Finance officer |
| Programme, branch and batch | Select | Required | Accounts | Finance officer |
| Academic year and study year | Select | Required | Accounts | Finance officer |
| Fee head | Select: tuition / examination / library / other | Required | Accounts | Finance officer |
| Assessed amount | Currency | Required | Accounts | Finance officer |
| Instalment number | Number | Required | Accounts | Finance officer |
| Instalment amount | Currency | Required | Accounts | Finance officer |
| Instalment due date | Date | Required | Accounts | Finance officer |
| Concession type and reason | Select / text | If applicable | Accounts | Finance officer |
| Concession amount and approval | Currency / linked approval | If applicable | Accounts | Finance officer |
| Debit / credit adjustment amount | Signed currency | If applicable | Accounts | Finance officer |
| Adjustment reason and reference | Text | For adjustment | Accounts | Finance officer |
| Approved net payable | Calculated currency | System generated | System | Accounts |
02 / Payments, scholarships & refunds
14 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Student ID and study year | Linked record | Required | Accounts | Finance officer / reconciliation officer |
| Transaction ID | Automatic ID | System generated | Accounts | Finance officer / reconciliation officer |
| Transaction date | Date | Required | Accounts | Finance officer / reconciliation officer |
| Transaction type | Select: student payment / scholarship credit / refund | Required | Accounts | Finance officer / reconciliation officer |
| Amount | Currency | Required | Accounts | Finance officer / reconciliation officer |
| Payment method | Select: cash / bank / UPI / cheque | Required | Accounts | Finance officer / reconciliation officer |
| Bank / UPI / cheque reference | Text | For non-cash payment | Accounts | Finance officer / reconciliation officer |
| Receipt number | Automatic ID | On verified receipt | Accounts | Finance officer / reconciliation officer |
| Payment verification status | Select | Required | Accounts | Finance officer / reconciliation officer |
| Scholarship receipt and allocation reference | Linked record | For scholarship credit | Accounts | Finance officer / reconciliation officer |
| Refund destination and original payment | Text / linked record | For refund | Accounts | Finance officer / reconciliation officer |
| Refund reason and approval | Text / approval | For refund | Accounts | Finance officer / reconciliation officer |
| Posted by and posted at | Audit record | System generated | Accounts | Finance officer / reconciliation officer |
| Reversal / correction reference | Linked record | For correction | Accounts | Finance officer / reconciliation officer |
03 / Balances & reconciliation
11 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Total assessed charges | Calculated currency | System generated | System | Accounts |
| Approved concessions | Calculated currency | System generated | System | Accounts |
| Approved adjustments | Calculated currency | System generated | System | Accounts |
| Total student payments | Calculated currency | System generated | System | Accounts |
| Student refunds | Calculated currency | System generated | System | Accounts |
| Posted scholarship credits | Calculated currency | System generated | System | Accounts |
| Outstanding amount | Calculated currency | System generated | System | Accounts |
| Overdue amount as of selected date | Calculated currency | System generated | System | Accounts |
| Excess credit | Calculated currency | System generated | System | Accounts |
| Instalment settlement status | Calculated status | System generated | System | Accounts |
| Bank reconciliation date and remarks | Date / text | After reconciliation | Accounts | Accounts |
Approvals & operating rules
- Fee changes, concessions, refunds and manual adjustments require finance approval.
- A sanctioned scholarship is not a payment. Direct-to-student scholarship receipts do not reduce college dues.
- Every payment, allocation and refund keeps a reference; corrections use reversing entries rather than deleting history.
Keep people informed
Notifications
- Student / linked parent: receipt issued and upcoming or overdue instalment.
- Accounts: unmatched payment, unallocated scholarship receipt and excess credit.
- Finance officer: pending concessions, refund and adjustment requests.
Make decisions clearly
Reports
- Year 1–final year student payment summary
- Fee-head collection and outstanding
- Overdue instalments by batch / branch
- Concession and refund approval register
- Scholarship allocations and bank reconciliation
Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.