Set Up Fee Structures

Set Up Fee Structures

Create and manage fee structure templates for your institution.

Time Required: 20-30 minutes (initial setup) Module: Fees User Role: Fees Admin, Finance Manager

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Table of Contents

1. Overview
2. Planning Fee Structures
3. Create Fee Categories
4. Build Structure Templates
5. Copy and Clone
6. Manage Multiple Structures
7. Field Reference
8. Troubleshooting

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Overview

Fee structure setup involves:

• Defining fee categories (types of fees)
• Creating structure templates
• Configuring amounts per course/program
• Managing structures across academic years

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Planning Fee Structures

Identify Fee Types

Common fee categories:

Category	Description	Frequency
Tuition	Academic instruction	Annual/Semester
Admission	One-time enrollment	Once
Laboratory	Lab equipment/materials	Annual
Library	Library services	Annual
Examination	Exam administration	Per exam
Transportation	Bus services	Monthly
Hostel	Accommodation	Monthly
Activity	Sports, clubs	Annual

Structure by Program

Plan structures for each program:

Program	Annual Fee	Components
Engineering	120000	Tuition, Lab, Library
Commerce	80000	Tuition, Library
Arts	60000	Tuition, Library

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Create Fee Categories

Step 1: Navigate to Categories

1. Go to OpenEduCat > Configuration > Fee Categories
2. Click Create

Step 2: Configure Category

Field	Description	Example
Name	Category name	”Tuition Fee”
Code	Unique code	”TUITION”
Type	Fee type	Recurring/One-time
Account	Income account	”Fee Income”
Description	Details	”Main academic fee”

Standard Categories to Create

1. Tuition Fee
2. Admission Fee
3. Laboratory Fee
4. Library Fee
5. Examination Fee
6. Development Fee
7. Activity Fee
8. Transportation Fee
9. Hostel Fee
10. Late Payment Fee

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Build Structure Templates

Step 1: Create Master Structure

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

Field	Value
Name	”Engineering Fee 2025-26”
Code	”FEE-ENG-2025”
Course	Bachelor of Engineering
Academic Year	2025-2026

Step 2: Add All Components

Add fee components systematically:

Sequence	Component	Amount
10	Tuition Fee	80000
20	Laboratory Fee	15000
30	Library Fee	3000
40	Examination Fee	5000
50	Development Fee	10000
60	Activity Fee	7000

Step 3: Configure Component Details

For each component:

Setting	Tuition	Lab	Exam
Mandatory	Yes	Yes	Yes
Refundable	No	Partial	No
One-Time	No	No	No

Step 4: Save and Activate

1. Click Save
2. Review all components
3. Click Activate

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Copy and Clone

Duplicate for New Year

1. Open existing structure
2. Click Action > Duplicate
3. Update:
   • Name (new year)
   • Code (new year)
   • Academic Year
   • Amounts (if changed)
4. Save and activate

Clone for Similar Programs

1. Duplicate existing structure
2. Change course/batch
3. Adjust amounts
4. Save as new structure

Bulk Update Amounts

1. Go to Fee Structures list
2. Select multiple structures
3. Click Action > Update Amounts
4. Enter percentage increase
5. Apply to all

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Manage Multiple Structures

Structure Hierarchy

Institution
├── Engineering
│   ├── Computer Science
│   ├── Electronics
│   └── Mechanical
├── Commerce
│   ├── BBA
│   └── BCom
└── Arts
    ├── BA English
    └── BA History

Version Control

Track structure changes:

Version	Year	Change
v1.0	2024-25	Initial
v1.1	2024-25	Lab fee increased
v2.0	2025-26	Annual revision

Archive Old Structures

1. Filter by academic year
2. Select outdated structures
3. Click Action > Archive
4. Structures hidden but preserved

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Field Reference

Fee Category Fields

Field	Type	Description
name	Char	Category name
code	Char	Unique code
type	Selection	Recurring/One-time
account_id	Many2one	Income account
active	Boolean	Category active

Fee Structure Fields

Field	Type	Description
name	Char	Structure name
code	Char	Unique code
course_id	Many2one	Course
batch_id	Many2one	Batch (optional)
academic_year_id	Many2one	Academic year
component_ids	One2many	Fee components
total_amount	Float	Computed total
state	Selection	Status

Component Fields

Field	Type	Description
structure_id	Many2one	Parent structure
category_id	Many2one	Fee category
name	Char	Component name
amount	Float	Fee amount
sequence	Integer	Order
mandatory	Boolean	Required
refundable	Boolean	Refund allowed

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Troubleshooting

Duplicate structure error

Problem: Cannot create structure with same course/year.

Solutions:

1. Use different code
2. Archive existing structure
3. Use batch-level differentiation
4. Check for hidden duplicates

Components not summing

Problem: Total doesn’t match expected.

Solutions:

1. Check all components are saved
2. Verify amounts are positive
3. Refresh the page
4. Recalculate manually

Cannot archive structure

Problem: Archive action fails.

Solutions:

1. Check for active assignments
2. Reassign students first
3. Verify no pending invoices
4. Check user permissions

Fee category missing

Problem: Category not in dropdown.

Solutions:

1. Verify category is active
2. Check category exists
3. Create new category
4. Refresh browser cache

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Related

• Configure Fee Structure
• Assign Fees to Students
• Fee Plans
• Generate Invoices