Assign Fees to Students

Assign Fees to Students

Assign fee structures to individual students or in bulk.

Time Required: 5-10 minutes Module: Fees User Role: Fees Admin, Accountant

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Table of Contents

1. Overview
2. Prerequisites
3. Assign to Individual Student
4. Bulk Fee Assignment
5. Fee Adjustment
6. Verify Assignments
7. Field Reference
8. Troubleshooting

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Overview

Fee assignment links fee structures to students:

• Associates fee templates with student records
• Calculates applicable fees automatically
• Enables invoice generation
• Tracks payment status

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Prerequisites

Before assigning fees:

• Fee structure created and active
• Students enrolled in course/batch
• Academic year configured
• Fee categories defined

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Assign to Individual Student

Step 1: Open Student Record

1. Go to OpenEduCat > Students
2. Search and open student record
3. Go to Fees tab

Step 2: Assign Fee Structure

1. Click Assign Fee Structure
2. Select fee structure:

Field	Description
Fee Structure	Select from available structures
Academic Year	Fee year
Amount	Auto-calculated or manual

3. Click Confirm

Step 3: Review Assignment

Information	Description
Structure Name	Assigned fee structure
Total Amount	Calculated fee amount
Due Date	Payment deadline
Status	Pending/Invoiced/Paid

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Bulk Fee Assignment

From Student List

1. Go to OpenEduCat > Students
2. Filter by course and batch
3. Select students (checkboxes)
4. Click Action > Assign Fee Structure
5. Configure:

Field	Description
Fee Structure	Structure to assign
Academic Year	Year for fees
Due Date	Payment deadline

6. Click Assign

From Fee Structure

1. Go to OpenEduCat > Fees > Fee Structures
2. Open the fee structure
3. Click Assign to Students
4. Select:

Field	Description
Course	Filter by course
Batch	Filter by batch
Students	Select specific students

5. Click Assign

From Batch

1. Go to OpenEduCat > Course > Batches
2. Open batch record
3. Go to Fees tab
4. Click Assign Fee Structure
5. All students in batch assigned

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Fee Adjustment

Scholarships and Discounts

Apply reductions to assigned fees:

1. Open student fee assignment
2. Click Add Adjustment
3. Configure:

Field	Description
Type	Scholarship, Discount, Waiver
Amount	Fixed or percentage
Reason	Justification
Approval	Manager approval if required

Additional Charges

Add extra fees:

1. Open student fee assignment
2. Click Add Charge
3. Configure:

Field	Description
Fee Type	Late fee, Fine, etc.
Amount	Charge amount
Reason	Why charged

Fee Waiver

Waive fees entirely:

1. Open student fee assignment
2. Click Waive Fee
3. Enter waiver reason
4. Manager approval if required

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Verify Assignments

Check Individual Assignment

1. Open student record
2. Go to Fees tab
3. View:
   • Assigned structures
   • Total amount due
   • Adjustments applied
   • Payment status

Bulk Verification

1. Go to OpenEduCat > Fees > Student Fees
2. Filter by:
   • Course/Batch
   • Academic Year
   • Status
3. Export to Excel for review

Fee Summary Report

1. Go to OpenEduCat > Fees > Reports > Fee Assignment Report
2. Select course and batch
3. Generate report showing:
   • Students with fees assigned
   • Students without fees
   • Total amounts

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Field Reference

Fee Assignment Fields

Field	Type	Description
student_id	Many2one	Student record
structure_id	Many2one	Fee structure
academic_year_id	Many2one	Academic year
total_amount	Float	Calculated total
due_date	Date	Payment deadline
state	Selection	Assignment status

Adjustment Fields

Field	Type	Description
adjustment_type	Selection	Discount/Waiver/Scholarship
amount	Float	Adjustment amount
percentage	Float	Percentage discount
reason	Text	Justification
approved_by	Many2one	Approver

Status Values

Status	Description
Draft	Assignment created
Confirmed	Fee confirmed
Invoiced	Invoice generated
Paid	Fully paid
Partial	Partially paid
Cancelled	Assignment cancelled

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Troubleshooting

Fee structure not available

Problem: Cannot select fee structure.

Solutions:

1. Verify structure status is Active
2. Check structure is valid for student’s course
3. Verify academic year matches
4. Check user has access rights

Amount calculation wrong

Problem: Fee amount doesn’t match expected.

Solutions:

1. Review fee structure components
2. Check for applied adjustments
3. Verify student category
4. Review late fee calculations
5. Check currency settings

Cannot assign to student

Problem: Assignment fails for specific student.

Solutions:

1. Check student enrollment status
2. Verify no duplicate assignments
3. Check student has required course/batch
4. Review validation error messages

Bulk assignment partial failure

Problem: Some students not assigned in bulk.

Solutions:

1. Check notification for failed students
2. Review each student’s eligibility
3. Process failed students individually
4. Check for existing assignments

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Related

• Configure Fee Structure
• Set Up Fee Structures
• Generate Invoices
• Fee Plans