Configure Fee Structure

Configure Fee Structure

Set up fee components and amounts for courses and programs.

Time Required: 15-20 minutes Module: Fees User Role: Fees Admin, Finance Manager

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Table of Contents

1. Overview
2. Prerequisites
3. Create Fee Structure
4. Add Fee Components
5. Configure Discounts
6. Activate Structure
7. Field Reference
8. Troubleshooting

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Overview

Fee structures define:

• What fees are charged (components)
• How much each component costs
• Which courses/batches they apply to
• Valid time periods

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Prerequisites

Before configuring fee structures:

• Fee categories created
• Courses and batches set up
• Academic year defined
• Accounting accounts configured

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Create Fee Structure

Step 1: Navigate to Fee Structures

1. Go to OpenEduCat > Fees > Fee Structures
2. Click Create

Step 2: Enter Basic Information

Field	Description	Required	Example
Name	Structure name	Yes	”BCS Annual Fee 2025-26”
Code	Unique code	Yes	”FEE-BCS-2025”
Course	Applicable course	Yes	”Bachelor of Computer Science”
Batch	Specific batch	No	”BCS-2025-A”
Academic Year	Fee year	Yes	”2025-2026”

Step 3: Set Validity Period

Field	Description
Start Date	Structure becomes active
End Date	Structure expires

Step 4: Save as Draft

Click Save to save in draft state for further configuration.

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Add Fee Components

Step 1: Go to Components Tab

1. Open the fee structure
2. Click Components tab
3. Click Add a line

Step 2: Configure Each Component

Field	Description	Example
Fee Category	Type of fee	Tuition, Lab Fee
Name	Component name	”Tuition Fee”
Amount	Fee amount	50000
Sequence	Display order	10, 20, 30

Common Fee Components

Component	Description	Typical Amount
Tuition Fee	Main academic fee	50000
Lab Fee	Laboratory charges	5000
Library Fee	Library access	2000
Exam Fee	Examination charges	3000
Development Fee	Infrastructure	5000
Activity Fee	Extracurricular	2000

Step 3: Set Component Options

For each component:

Option	Description
Mandatory	Required fee
Refundable	Can be refunded
One-Time	Charged once only
Per Semester	Charged each semester

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Configure Discounts

Scholarship Discounts

1. Go to Discounts tab
2. Click Add a line
3. Configure:

Field	Description
Name	Discount name
Type	Percentage or Fixed
Amount/Percent	Discount value
Applies To	All or specific components
Eligibility	Criteria for discount

Category-Based Discounts

Category	Discount	Eligibility
Merit	25%	Above 90% marks
Sibling	10%	Sibling enrolled
Alumni	15%	Parent is alumni
Staff	50%	Staff child

Early Payment Discount

Setting	Value
Name	Early Bird Discount
Type	Percentage
Amount	5%
Condition	Paid before due date

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Activate Structure

Review Configuration

Before activating:

• All components added
• Amounts verified
• Discounts configured
• Date range set

Activate

1. Click Activate button
2. Status changes to Active
3. Structure available for assignment

Deactivate/Archive

To disable:

1. Click Deactivate or Archive
2. Structure no longer available for new assignments
3. Existing assignments remain valid

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Field Reference

Fee Structure Fields

Field	Type	Description
name	Char	Structure name
code	Char	Unique code
course_id	Many2one	Associated course
batch_id	Many2one	Specific batch (optional)
academic_year_id	Many2one	Academic year
start_date	Date	Valid from
end_date	Date	Valid until
state	Selection	Draft/Active/Archived
total_amount	Float	Sum of components

Component Fields

Field	Type	Description
category_id	Many2one	Fee category
name	Char	Component name
amount	Float	Fee amount
sequence	Integer	Display order
mandatory	Boolean	Required fee
refundable	Boolean	Can refund
account_id	Many2one	Income account

Discount Fields

Field	Type	Description
name	Char	Discount name
discount_type	Selection	Fixed/Percentage
amount	Float	Discount value
applies_to	Selection	All/Specific
component_ids	Many2many	Applicable components

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Troubleshooting

Structure not appearing for assignment

Problem: Cannot select structure when assigning fees.

Solutions:

1. Verify structure state is Active
2. Check course/batch matches student
3. Verify date range includes current date
4. Check user access rights

Total amount wrong

Problem: Component totals don’t match expected.

Solutions:

1. Review all component amounts
2. Check for hidden components
3. Verify currency settings
4. Recalculate totals

Cannot edit active structure

Problem: Fields locked after activation.

Solutions:

1. Deactivate structure first
2. Create new version
3. Archive old, activate new
4. Update existing assignments

Discount not applying

Problem: Eligible students not getting discount.

Solutions:

1. Check discount eligibility criteria
2. Verify discount is active
3. Check “Applies To” configuration
4. Review discount calculation

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Related

• Set Up Fee Structures
• Assign Fees to Students
• Fee Plans
• Generate Invoices