Fee package requirement

Introduction

Purpose: To replace the existing manual system and to electronically assemble and collect all of the data the students at one place after admission and of existing students and to regularise the fees demand and collection.

Scope: The software will be used by

1.         The account head and the fees department head

2.         The computer department

3.         The Manager (Administrator)

Modules

1 Student Info

Student data(Min Requirement) 1.)         Admissionno

2.)       Name

3.)       Date of birth

4.)       Fathers name

5.)       Mothers name

6.)       Class

7.)       Section

8.)       Residence address

9.)       Office address

10.)     Gender

11.) Caste (General/SC/ST/OBC/Minority)definable 12.) Category (General/EWS/Staff Ward) definable 13.) Religion

14.) Date of admission 15.) Contact no

a.        Father

b.        Mother

c.         Guardian

d.        Self

e.        Home

f.            Office

g.        WhatsApp 16.)  Type of transport

A.    School bus: if yes route no

B.    Van: Van driver details

C.   Self 17.) Email id:

a.        Father

b.        Mother

c.         Self (school id given) 18.)       Schoolhouse

19.)     Status: active/inactive/withdrawal 20.)   Date of leaving

21.)     Tc application

22.)     Date of Tc and Tc number 23.)    Photographs

a.        Student

b.        Father

c.         Mother

d.        Guardian

24.)     Admission reference

25.)     Sibling 1 Admission no

26.)     Sibling 2 Admission no 27.)          Class in previous year

28.)     Remarks with min 4 line. Option of prefixed remarks 29.)      Books given(yes/no),if yes ;date(see uploads)

30.)     Uploads (through scanner connected to system or jpg import)

a.         Documents submitted at the time of admission

b.         All supporting documents submitted for change of name correction, father name, mother, students, address, mobile no, date of birth, caste

c.          EWS (all ews certificate, application books, books receiving)

Student general

1.         Extra heads can also be added

2.         Year End process

a.    Procedure to promote students classwise, user will define the class

b.    Bringing forward of all closing balances of previous year to current syear opening

3.         Admission withdrawal process

a.    Parent will submit an application for withdrawal

b.    Application will be uploaded in system with application date

c.     NOC received by various school departments will be uploaded

d.    Generate TC, more details like attendance, subject etc have to be uploaded

e.    TC details will be stored

f.      Receiving copy of TC will be uploaded

g.    In some cases fees has to be refunded if excess has been received ,in that case a credit note is issued which stores the cheque no, date amount

h.    Any pending dues may be written off in certain cases, reason for writing off will be mentioned

4.         Updating mobile numbers

a.    The teachers will be provided with an excel sheet containing student name and mobile number

b.    The teacher will update mobile no if any in separate columns

c.     Separate option to edit classwise mobile number

d.    Import the updated mobile no excel file provided by the teacher

MODULE 2: FEES

FEES HEAD

a.         Admission fee

b.         Tuition fee

c.         Annual fee

d.         Development fee

e.         Transport fee

f.            Late fees

g.         Cheque bounce charges

1.        Fee heads can be created dynamically along with frequency of payment that is one time, annual, quarterly etc.

2.         The fee structure will consist of monthly fees for all the given fee heads

3.         Fee structure is separate for all categories of students (definable)

4.        Fee structure to be defined for class/class groups but option to fix fee on an individual basis also to cater cases like concession etc

5.         Dynamic head creation (up to 10 heads) (previous year fee, due etc)

6.         Flexibility in adding and removing heads in fee slip

Fee demand generation

1.        Fee demand to be raised as per the fees structure on monthly/quarterly basis for class or class group or on individual basis

2.         If a fee has not been paid/adjusted it can be reversed at any time

3.         Fee demand for a particular head can be generated only once per month

4.        Fee slip will be generated in pdf/printed format class wise/student wise as per fee demand

5.         Generate data for HDFC electronic payment gateway

6.        Each fee slip will show any previous dues lumpsum plus current due in details (fee head wise) previous year dues should be shown separately

7.         Option to send fee bill through official/any mail id

8.         Pay by date can be extended in group or individuals

Fee Receipt

1.       Fee can be received in 8 different ways (option to add more should be there)

1.         Cash deposit (paid through customised bank fee slip)

2.         Cheque deposit (paid through customised bank fee slip)

3.         NEFT

4.         IMPS

5.            Same bank transfer

6.         HDFC payment gateway

7.         UPI

8.         PAY ORDER

2.        The name of the receiving bank will be selected at the time of receipt entry as follows:

a.         KVB 0013

b.         KVB 1220

c.         HDFC

3.         Fee receipt entry can be manual or through import of MIS supplied by any bank

4.        Amount in Each receipt will be adjusted against demand created fee head wise and month wise (auto match). Uncleared cheques will only be adjusted after clearing

5.        Some fee receipts are advance in nature and not adjusted against demand like nursery admission are done in the month of January for next session. But for these types of receipt headwise breakup isrequired.

6.         Option to print receipt in pdf/hardcopy format

7.         Option to send receipt pdf through official mail id.

8.         Send notice for fee defaulter. Format of notice and rules will be provided

Bank reconciliation

1.  Clear date for cheque entries will be entered manually. Payment through NEFT /IMPS/ HDFC gateway/cash will be done on same day automatically.

2.  Export bank entries with clear date in tally xml format bank. Name of bank will be as required by tally

3.  Option to handle cheque bounce. Cheque bounce charges will be added in fee demand. Withremarks

Receipt general

a.  Option to create fee refunded voucher and fee written of voucher (application  and date of application will be uploaded)

b.  For cheque clear date, the entry should be pending till the cheque is cleared through the parents account and cheque returning charges should be shown separately

c.  There should be provision of late fee, advance fee

d.  Some specific dates will be given and what will be the late fee

e.  Entry should be on the basis of excel sheet which we receive from bank on daily basis either single or all entries.

f.   Message for parents of defaulters, fees demand raised, after fees is paid through SMS or email

g.  Flexibility in fee defaulters slip but remark column is required. It will be done manually

Common features

a.         Data logging for all modifications made in entry

b.         Option to export data in excel format

c.          All screen designs to be preapproved before finalising

d.         Documents will be scanned and uploaded or jpg will be selected and uploaded

Module 3: Reports

Student master

Serial no, admission no, name, fathers name, mothers name, class, section, gender, category, caste, email, mobile no, address, date of admission, date of leaving, religion, school, house, transport

Registers

1.        Students admission register: Ask period (all/from & to)

Display:

a.        Serial no

b.        Admission no

c.            Name

d.           Fathers name

e.           Mothers name

f.               Class

g.           Section

h.           Gender

i.            Category

j.               Caste

k.            Email

l.               Mobile no

m.     Address

n.        Date of admission

o.           Religion

2.        Students withdrawal register: Ask Period (all/ from & to)

Display:

a.        Serial No

b.           Admission No

c.            Name

d.           Fathers Name

e.           Mothers Name

f.               Class

g.           Section

h.           Gender

i.            Category

j.            Caste

k.            Email

l.            Mobile No

m.        Address

n.           Date Of Admission

o.           Date Of Leaving

p.           Religion

q.        TC (Application Date, Tc Date, Tc Number)

3.        EWS student register: Ask Period (all/from&to)

Display:

a.        Serial No

b.           Admission No

c.            Name

d.        Fathers Name

e.           Mothers Name

f.               Class

g.        Section

h.        Gender

i.            Category

j.               Caste

k.            Email

l.               Mobile No

m.        Address

n.           Date Of Admission

o.        Date Of Leaving

p.           Religion

q.        Certificate Date And Number

4.        Staff ward student register: Ask Period (all/from &to)

Display

a.        Serial No

b.           Admission No

c.         Name

d.        Fathers Name

e.           Mothers Name

f.            Class

g.           Section

h.           Gender

i.               Category

j.               Caste

k.            Email

l.            Mobile No

m.     Address

n.        Date Of Admission

o.           Date Of Leaving

p.           Religion

5.         Classwise student register:

Display

a.        Serial No

b.           Admission No

c.            Name

d.           Fathers Name

e.           Mothers Name

f.               Class (From &To)

g.        Section

h.           Gender

i.               Category

j.               Caste

k.            Email

l.            Mobile No

m.        Address

n.           Date Of Admission

o.        Date Of Leaving

p.           Religion

Summaries

1.         Boys and girls’ summary:

Class, section, total no of boys and girls.

2.         Category wise summary

Class, section, no of students in each: Category (GENERAL/EWS/STAFF/MERITORIUS)

3.         Student admission/ withdrawal summary

Class, section, opening, admission, withdrawn, closing Categories

a.        General

b.        EWS

c.         Staff

Fee module

1.        Ledgers

Ask name of student and period (from & to)

Display

a.        Date

b.        Demand

c.         Received

d.        Balance

2.        Pending fees register

Ask as on date and select classes(all/selected)

Students who have paid by cheque and cheque has not been cleared will appear in the defaulter list

A.    Class and section wise

Display

a.        Serial no

b.        Admission no

c.         Name

d.        Fee heads

e.        Total

3.        Receipt register

Ask period and mode of payment

Receipts issued against bounced cheques will show zero in all columns and bounced at the end

Display

a.        Date

b.        Admission no

c.         Name

d.        Class

e.        Section

f.           Mode of payment (transaction details)

g.        Fee heads

h.        Total

4.        Advance fee register

Ask period and mode of payment

Display

a.        Date

b.        Admission no

c.         Name

d.        Class

e.        Section

f.           Mode of payment (transaction details)

g.        Fee heads

h.        Total

5.        Annual student fee register Ask class(selected/all)

Display (classwise)

a.        Admission no

b.        Name

c.         Class

d.        Section

e.        Fee headwise total

f.           Total fees

6.        Fee refund/writeoff register Ask period

Display

a.        Admission no

b.        Name

c.         Class

d.        Section

e.        Headwise amount

f.           Total

g.        Cheque details

7.        Cheque bounce register Ask period

Display

a.        Date

b.        Admission no

c.         Name

d.        Class

e.        Section

f.           Receipt no

g.        Cheque details

h.        Amount

8.        Fee demand summary Ask period

Display

a.        Class

b.        Section

c.         General students

d.        Fee head totals

e.        Total amount

9.        Consolidated fee summary Ask period

Display

a.        (+) Opening balance

b.        (+) Fee demand for period

c.            (-) fee demand written off

d.        (=)Total demand

e.        (-) fee received

f.           (-) advance adjusted

g.        (-) fed receipt refund

h.           (=) Total received

i.            Total demand-total received = net due

10.  Agewise fee analysis Ask as on date

Display

a.        Serial no

b.        Admission no

c.         Fee demand

d.        Fee receipt

e.        Average days

Month wise and head wise or total demand, receipt and pending summary as on date

1.         Pending fees student wise

2.         Monthly fees summary

3.         Student data report with category filter, admission date, leaving date

4.         Fee summary Daily/Monthly, quarterly and at the end of financial year     in which due drawn should be shown separately head wise, and previous year also

5.         Category wise

6.         Age analysis of fee receipt vs demand

7.         Option to generate Tc, school leaving certificate, character certificate

8.         Option to mail summary in encrypted pdf format to management

9.         Dynamic report creator (discuss)

10.   Student list and summary Ledgers