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Fee types and installments

Create the things you charge for (tuition, meals, transport…) and the installments they are paid in (Term 1, 2 and 3), with their due dates.

Checked on the ShuleOS demo school Who: Bursar, school admin 7 min read

Fee types

A fee type is one thing the school charges for, such as Tuition, Meals or Exam fee.

  1. Open Fee Setup → Fee Types. The list shows each type with its Frequency, whether it varies By class and By installment, whether it is Mandatory and whether it is Active.

    Fee Types

  2. Click New Fee type.

    The new fee type form

Field What to enter
Name Required. Must be different from other fee types ("This school already has a fee type with that name.").
Frequency How often it is charged: Per installment (each term), One-off (once a year), Monthly or As needed. It is used when invoices are generated.
Display order Lower numbers appear first.
Varies by class On: a different amount for each class. Off: one amount for the whole school.
Varies by installment On: a different amount for each installment. Off: one amount for the whole year.
Mandatory Switch off for optional fees, such as a trip or a club.
Active Inactive fee types are kept for their history but cannot be billed again.
  1. Click Create.

Use Make inactive on a row to retire a fee type without losing its history. To load many at once, click Import fee types (template and sample included, with a preview).

The import window for fee types

Transport and uniform work a little differently. Most students take neither, so they are not priced by class like tuition. Create a fee type named Transport and one named Uniform (not varying by class or installment): a transport route or uniform item points to it, so that discounts can target it and reports group it. The prices are set on the route and on each uniform item. See the Transport and Uniforms guides.

Installments

An installment is one payment period in a year, usually a term.

  1. Open Fee Setup → Installments. Use the Year filter.

    Installments

  2. Click New fee installment.

    The new fee installment form

Field What to enter
Academic year Required.
Name For example Term 1. It must be different from other installments in the same year.
Order Decides the column order on the amount grid.
Due date Optional. Shown on invoices and used for reminders.
Starts, Ends The period the installment covers. The end must be on or after the start.
  1. Click Create. Most schools create one installment per term, and can import them from a file (Import installments).

If something goes wrong

What you see What it means
This academic year already has an installment with that name Choose another name.
The end date must be on or after the start date Correct the dates.
A fee type cannot be billed It is inactive.
The amount grid has no columns The year has no installments yet.

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