Products Configuration
Set up billing products for fees, services, and other charges in OpenEduCat.
Time Required: 15 minutes
Module: Fees (openeducat_fees), Sales (sale)
User Role: Billing Administrator
Table of Contents
- Overview
- Product Types
- Creating Fee Products
- Tax Configuration
- Pricing Options
- Product Categories
Overview
Products in OpenEduCat represent:
- Fee components (tuition, lab fees, etc.)
- Services (transportation, meals, etc.)
- Materials (books, uniforms, etc.)
- Miscellaneous charges (late fees, penalties, etc.)
Product Types
Service Products
For intangible items:
| Example | Description |
|---|
| Tuition Fee | Course enrollment charge |
| Lab Fee | Laboratory usage |
| Library Fee | Library access |
| Sports Fee | Athletic facilities |
| Activity Fee | Extracurricular activities |
Consumable Products
For items that are used:
| Example | Description |
|---|
| Lab Materials | Chemicals, supplies |
| Art Supplies | Drawing materials |
| Project Kits | Assignment materials |
Stockable Products
For inventory-tracked items:
| Example | Description |
|---|
| Textbooks | Course books |
| Uniforms | School uniforms |
| ID Cards | Student ID cards |
| Certificates | Printed certificates |
Creating Fee Products
Navigate to Products
- Go to Invoicing > Products > Products
- Or OpenEduCat > Configuration > Fee Products
Create New Product
Click Create and fill in:
| Field | Required | Description | Example |
|---|
| Product Name | Yes | Display name | ”Tuition Fee - Semester” |
| Internal Reference | No | SKU/Code | ”FEE-TUI-SEM” |
| Product Type | Yes | Service/Consumable/Storable | Service |
| Sales Price | Yes | Standard price | 5000.00 |
Fee Product Template
| Field | Value |
|---|
| Can be Sold | Yes |
| Can be Purchased | No |
| Product Type | Service |
| Invoicing Policy | Ordered quantities |
| Category | Fees |
Required Fields for Fees
| Tab | Fields to Configure |
|---|
| General | Name, Price, Type |
| Invoicing | Income Account |
| Accounting | Tax configuration |
Tax Configuration
Setting Up Taxes
- Go to Invoicing > Configuration > Taxes
- Click Create
- Configure tax:
| Field | Description | Example |
|---|
| Tax Name | Display name | ”GST 18%“ |
| Tax Type | Sales/Purchase | Sales |
| Amount Type | Percent/Fixed | Percent |
| Amount | Tax rate | 18 |
Applying Taxes to Products
- Edit product
- Go to Invoicing tab
- In Customer Taxes, add applicable taxes
- Save
Tax Categories
| Category | Tax Treatment |
|---|
| Educational Services | Often exempt |
| Materials | Standard rate |
| Food Services | Reduced rate |
| Dormitory | Varies |
Tax-Exempt Products
For exempt items:
- Create tax with 0% rate labeled “Exempt”
- Apply to educational fee products
- Document exemption reason
Pricing Options
Fixed Pricing
Standard price for all:
| Product | Price |
|---|
| Tuition Fee | 50,000 |
| Lab Fee | 5,000 |
| Library Fee | 2,000 |
Variable Pricing
Price varies by context:
| Variation | Implementation |
|---|
| By Course | Pricelist per course |
| By Batch | Batch-specific pricing |
| By Year | Annual price updates |
| By Category | Student category rates |
Setting Up Pricelists
- Go to Sales > Configuration > Pricelists
- Create pricelist (e.g., “Engineering Fees 2026”)
- Add product rules:
| Product | Condition | Price |
|---|
| Tuition Fee | Course = B.Tech | 100,000 |
| Tuition Fee | Course = B.Sc | 60,000 |
| Lab Fee | Course = B.Tech | 15,000 |
| Lab Fee | Course = B.Sc | 8,000 |
Discount Configuration
| Discount Type | Setup |
|---|
| Early Payment | Pricelist with date condition |
| Sibling | Pricelist per family |
| Merit-based | Scholarship products |
| Staff | Employee pricelist |
Product Categories
Creating Categories
- Go to Invoicing > Configuration > Product Categories
- Click Create
- Enter details:
| Field | Description | Example |
|---|
| Name | Category name | ”Academic Fees” |
| Parent | Parent category | ”Fees” |
| Income Account | Default account | ”Fee Income” |
Suggested Category Structure
Category Benefits
| Benefit | Description |
|---|
| Organization | Group related products |
| Accounting | Default accounts per category |
| Reporting | Revenue by category |
| Pricing | Category-level rules |
Product Variants
When to Use Variants
| Scenario | Example |
|---|
| Size differences | Uniform sizes |
| Course differences | Lab fee by course |
| Term differences | Semester 1 vs 2 |
Creating Variants
- Enable variant features in Settings
- Create attribute (e.g., “Term”)
- Add values (“Semester 1”, “Semester 2”)
- Apply to product
- Set variant-specific prices
Bulk Operations
Import Products
- Prepare CSV with columns:
- Name, Internal Reference, Sales Price, Category
- Go to Products > Import
- Upload file
- Map columns
- Validate and import
Export Products
- Select products in list view
- Click Action > Export
- Choose fields
- Download CSV/Excel
Mass Update
- Select products
- Click Action > Mass Edit
- Update common fields
- Apply changes
Best Practices
Naming Conventions
Use clear, consistent names:
[Type] - [Description] - [Period/Variant]
- Tuition Fee - B.Tech Computer Science - Annual
- Lab Fee - Chemistry - Per Semester
- Uniform - Shirt - Medium
Maintenance
- Review prices annually
- Archive obsolete products (don’t delete)
- Update tax rates as regulations change
- Document pricing decisions
Organization
- Use categories consistently
- Maintain product codes
- Link to proper accounts
- Set appropriate taxes
Last updated: January 2026
