Create Fee Structure

Create Fee Structure

Set up fee terms to define how students are billed for courses and programs.

Time Required: 15 minutes Module: Fees User Role: Fees Admin

---

Table of Contents

1. Before You Begin
2. Create Fee Term
3. Add Fee Term Lines
4. Add Fee Elements
5. Link to Course
6. Field Reference

---

Before You Begin

Ensure you have:

• Fee products created (e.g., “Tuition Fee”, “Lab Fee”)
• Course structure set up
• Fees module enabled in Settings

Create Fee Products First

If you don’t have fee products:

1. Go to Sales > Products > Products
2. Click Create
3. Fill in:

Field	What to Enter	Example
Product Name	Fee description	”Tuition Fee”
Product Type	Select “Service”	Service
Sales Price	Unit amount	5000.00
Can be Sold	Check this	✅

4. Click Save
5. Repeat for each fee type

---

Create Fee Term

Step 1: Navigate to Fee Terms

1. Click OpenEduCat in the main menu
2. Click Configuration
3. Click Fees Terms
4. Click Create button

Step 2: Select Fee Type

A wizard appears asking for the fee type:

Option	When to Use	Description
Fixed Days	Standard billing	Invoice due N days after enrollment
Fixed Date	Semester billing	Invoice due on specific dates
Duration Based ⚙️	Recurring	Bills every period (daily/weekly/monthly/yearly)
Session Based ⚙️	Per-attendance	Bills when sessions are marked complete
Faculty Based ⚙️	Private tutoring	Bills based on faculty teaching costs

Select your fee type and click Save.

Step 3: Fill Basic Information

Field	What to Enter	Example	Required
Name	Descriptive name	”BCS Semester Fee Structure”	✅ Yes
Code	Short unique code	”BCS-SEM-FEE”	✅ Yes
Fee Type	Already selected	Fixed Date	✅ Yes
Discount	Default discount percentage	0	No
Note	Additional information	”Applicable for 2025-26 batch”	No

For Duration Based ⚙️ (Enterprise)

Additional fields appear:

Field	What to Enter	Example
Bill Every	Duration number	1
Period	Duration type	Months
Expires After	Number of billing cycles	8 (for 8 semesters)

💡 Tip: For 4-year programs with semester billing, set “Bill Every: 6 Months” and “Expires After: 8”.

---

Add Fee Term Lines

Fee term lines define when payments are due and how much.

Step 4: Create Term Lines

In the Term Lines section, click Add a line.

For Fixed Days

Field	What to Enter	Example	Required
Due Days	Days until payment due	30	✅ Yes
Value	Percentage of total	100	✅ Yes

Example - Split Payment:

Line	Due Days	Value
1	0	50% (due immediately)
2	30	25% (due in 30 days)
3	60	25% (due in 60 days)

For Fixed Date

Field	What to Enter	Example	Required
Due Date	Calendar date	2025-08-15	✅ Yes
Value	Percentage of total	50	✅ Yes

Example - Semester Payment:

Line	Due Date	Value	Description
1	2025-08-15	50%	Fall semester due
2	2026-01-15	50%	Spring semester due

⚠️ Important: Line values must total exactly 100%. The system validates this.

---

Add Fee Elements

Fee elements break down each line into specific products.

Step 5: Add Elements to Each Line

Within each term line, click the Fee Elements section to expand.

Click Add a line and fill:

Field	What to Enter	Example	Required
Product	Select fee product	”Tuition Fee”	✅ Yes
Value	Percentage of line amount	80	✅ Yes

Example - Fee Breakdown:

Product	Value	If Line = $5000
Tuition Fee	80%	$4000
Lab Fee	15%	$750
Library Fee	5%	$250
Total	100%	$5000

⚠️ Important: Element values within each line must total 100%.

Step 6: Configure Reminders ⚙️ (Enterprise)

For each term line, you can add payment reminders:

Click Add a line in the Reminders section:

Field	What to Enter	Example
Days	Number of days	7
Timing	Before or After due date	Before
Email Template	Select reminder template	”Payment Reminder”

Recommended Reminder Schedule:

Days	Timing	Purpose
7	Before	Advance notice
1	Before	Final reminder
3	After	Gentle follow-up
7	After	Urgent reminder

---

Link to Course

Step 7: Assign Fee Term to Course

1. Go to OpenEduCat > Course > Courses
2. Open the course record
3. Find the Fees Term field
4. Select your newly created fee term
5. Click Save

Now all students enrolling in this course will use this fee structure.

Step 8: Verify Setup

Test your fee structure:

1. Create or open a test student
2. Add them to a course with the fee term
3. Check the Fees tab
4. Verify fee lines appear correctly

---

Field Reference

Fee Term Fields

Field Name	Technical Name	Type	Required	Description
Name	name	Char	✅	Display name
Code	code	Char	✅	Unique identifier
Fee Type	fees_terms	Selection	✅	Billing method
Discount	discount	Float	No	Default discount %
Note	note	Text	No	Additional info
Lines	line_ids	One2many	✅	Payment schedule
Active	active	Boolean	Auto	Archive status

Fee Term Types

Type	Technical Value	Description
Fixed Days	fixed_days	Due N days after enrollment
Fixed Date	fixed_date	Due on specific dates
Duration Based	duration_based	Recurring billing ⚙️
Session Based	session_based	Per-attendance billing ⚙️
Faculty Based	faculty_based	Based on faculty costs ⚙️

Fee Term Line Fields

Field Name	Technical Name	Type	Required	Description
Due Days	due_days	Integer	Conditional	Days until due
Due Date	due_date	Date	Conditional	Calendar due date
Value	value	Float	✅	Percentage of total
Elements	fees_element_line	One2many	✅	Fee breakdown

Fee Element Fields

Field Name	Technical Name	Type	Required	Description
Product	product_id	Many2one	✅	Fee product
Value	value	Float	✅	Percentage of line
Sequence	sequence	Integer	No	Display order

---

Buttons Reference

Button	When Visible	What It Does
Save	Always	Saves fee term
Archive	Saved record	Deactivates fee term
Duplicate	Saved record	Creates copy

---

Troubleshooting

”Values must sum to 100%” error

Problem: Cannot save fee term due to validation error.

Solutions:

1. Check that all term line percentages add up to 100%
2. Check that all element percentages within each line add up to 100%
3. Use a calculator to verify

Fee term not appearing on course

Problem: Cannot select fee term when editing course.

Solutions:

1. Ensure fee term is saved (not in draft)
2. Check fee term is not archived
3. Verify you have Fees Admin permissions

No invoices generated

Problem: Fee structure assigned but no invoices appear.

Solutions:

1. Check student is enrolled in a batch with the course
2. For Fixed Date: verify due date has passed
3. For Duration Based: verify fee plan is in “Running” state
4. Check fees module is enabled

---

Examples

Example 1: Simple Annual Fee

Name: "Annual School Fee"
Code: "ANNUAL-FEE"
Type: Fixed Days

Line 1:
  Due Days: 0
  Value: 100%

  Elements:
  - Tuition Fee: 70%
  - Activity Fee: 20%
  - Materials Fee: 10%

Example 2: Semester Split Payment

Name: "Semester Payment Plan"
Code: "SEM-SPLIT"
Type: Fixed Date

Line 1:
  Due Date: 2025-08-01
  Value: 50%

  Elements:
  - Fall Tuition: 100%

Line 2:
  Due Date: 2026-01-15
  Value: 50%

  Elements:
  - Spring Tuition: 100%

Example 3: Monthly Recurring ⚙️

Name: "Monthly Tuition Plan"
Code: "MONTHLY"
Type: Duration Based
Bill Every: 1 Month
Expires After: 12

Line 1:
  Value: 100%

  Elements:
  - Monthly Tuition: 100%

---

Related Topics

• Assign Fees to Students
• Generate Invoices
• Fee Plans ⚙️
• Fee Reports
• Configure Courses

---

Last updated: January 2026