Fee counter and receipts with a QR check
Your cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt carries a QR code that a bank or scholarship office can scan to check it. A bounced cheque opens the dues again.
PLANSFrom Growth
The problem it solves
- Students queue at the accounts counter in the first week of the semester while the clerk looks up each balance.
- A receipt book goes missing, or two receipts carry the same number.
- A bank asks for a fee receipt for an education loan, and the office has no quick way to prove it is real.
- A cheque bounces weeks later and nobody remembers to put the fee back on the student's account.
How it works
- The cashier opens Fees > Collect > Collect Fees and chooses the student. The unpaid dues appear oldest first, overdue ones in red.
- They switch on Pay for each due being paid and type who brought the money: the student, a parent or someone else. Paid By is Cash, Cheque, Demand Draft, UPI, Card or Bank Transfer.
- The totals show Selected, Amount Received and Still Due After This. A smaller amount pays the oldest dues first; a larger one is kept as credit.
- Receive & Print makes the receipt with its number from the receipt book and opens the PDF to print.
- The family gets the receipt message with a link to check it, and the receipt appears on the portal and in the Campus app.
- If a cheque bounces, a fee manager presses Cheque Bounced with the reason. The receipt is reversed, the dues are open again and your bounce charge is added.
Everything it does
At the counter
- Open the counter from the menu, from the student's Fees tab, or from a due
- Part payment of one due, or a round amount spread over several dues, oldest first
- When a due has a late fee, the late fee part is paid first
- Money above the dues is kept as Fee Credit; Use Credit pays dues from it, and no mode is needed when credit pays everything
- Cheque and DD need the number, the bank and the cheque date, and print "subject to realisation"
- Reference Required asks for the cheque number, UTR or transaction id; on by default for every mode except Cash and Card
- Dues of two receipt books (for example tuition and hostel) are paid together and print two receipts
The receipt
- College letterhead, receipt number and date, student with register and admission number, class and section
- Each due paid with its period and head, the amount in figures and in words, how it was paid
- Balance still due, credit kept or used, the cashier's name and a place for the authorised signatory
- A QR code "Scan to check this receipt": a public page says Genuine receipt, cancelled, reversed (cheque bounced) or No such receipt
- Numbers come from the receipt book in order, with no gaps and never reused
- A receipt is never deleted; a cancelled one prints with CANCELLED and the reason
Corrections (fee Manager only)
- Cancel Receipt with a required reason: the dues it paid are open again
- Cheque Bounced on a cheque or DD receipt: reversed, dues open again, the cheque bounce charge added as a due if you set one
- Raise a due by hand, for example for a duplicate ID card
- Waive a due in full or in part, alone or several at once, with a reason
- Cancel Due: money already paid on it moves to the student's credit
Sponsors and applicants
- Collect from a Sponsor: all of a sponsor's unpaid dues across its students, one receipt per student
- Collect Application Fee on an application, before the applicant is a student; the receipt moves to the student on admission
- On the Campus app's staff view, the admissions desk can see the application fee, send the pay link and collect it
Lists
- Receipts: search by number, student, reference or cashier; filters Today, Date, Cancelled / Bounced; group by Date, Mode, Receipt Book or Cashier
- Dues: filters Unpaid, Overdue, Paid, Cancelled / Waived; each due shows amount, concession, waived, fine, net, paid and balance
- Statement on the student: all dues, receipts and the credit balance as a PDF, often asked for by banks and scholarship offices
Who uses it
Cashier (accounts clerk)Collects at the counter, prints receipts, collects from sponsors and closes the day.
Fee Manager (accountant)Cancels receipts, records bounced cheques, raises, waives and cancels dues, reopens a closed day.
Admissions deskTakes the application fee from applicants, with the Cashier role.
Student or parentGets the receipt message and finds every receipt on the portal and in the app.
Bank, sponsor or another collegeScans the QR code to check that a receipt is real, without a login.
Where you use it
- Web: Fees > Collect (Collect Fees, Collect from a Sponsor, Receipts, Dues, Cashier Closing)
- Web: the student's form, with Fees Due, Receipts and Statement buttons and the Fees tab
- Public page: the receipt check behind the QR code, on your college's web address
- The Campus app, staff view: the application fee at the admissions desk (built and in testing, not in the app stores yet)
- Not in the Campus app: the fee counter itself; collection is done on the web
What you control
Settings
- Payment modes made by Set Up Fees: Cash, Cheque, Demand Draft, UPI, Card, Bank Transfer and Online Payment
- Reference Required per mode: on for every kind except Cash and Card
- Receipt books: one, Fee Receipts, to start with; a fee head can use its own book
- Cheque Bounce Charge and its head: 0, so nothing is charged, to start with
- Application Fee: the default amount for applicants
Notifications
- Fee Receipt: for each receipt, with the amount, what is still due and a check link. Push, WhatsApp, SMS, email (with the receipt PDF attached) and in-app
- These messages go to the father, mother and guardian to start with. Tick Student on the event in the notification settings so students who pay their own fees hear too
- Each person can switch off a channel, such as SMS, for themselves; the event itself cannot be switched off, and in-app notices always arrive
Questions
Can a student pay only part of the semester fee?
Yes. Type a smaller amount against one due, or type what the student gives in Amount Received. The dues are paid oldest first and the rest stays due.What happens when a cheque bounces?
A fee manager presses Cheque Bounced and writes the reason. The receipt is marked reversed, the dues it paid are open again, and your cheque bounce charge is added if you set one.How does a bank check a receipt for an education loan?
It scans the QR code on the receipt with a phone camera. A page on your college's address says whether the receipt is genuine, cancelled or reversed, with no login.Can a cashier cancel a receipt?
No. Only a fee manager can cancel a receipt, and a reason is required. The cancelled receipt stays in the list and prints with CANCELLED and the reason.Can we keep separate receipt books for the hostel or transport?
Yes. Give those fee heads their own receipt book. The cashier still takes the money once, and one receipt prints per book.Related features
FEESDues, statements and online fee paymentStudents and parents see every due, receipt and the statement on the portal and the Campus app, and pay through your college's payment gateway. Applicants pay the application fee by a pay link, and receipts are made at once.FEESCashier closing, fee reports and Tally exportEach cashier closes the day against the system's figures, and every receipt is already in the accounts. Collection, demand, defaulter, concession and deposit reports show where the fees stand, and receipts, cancellations and refunds go to Tally Prime.FEESFee structures, payment plans and instalmentsWrite each programme's fees for the year once, per intake, with semester-wise or full-year plans. Every student of that programme and intake gets the right dues, split into instalments with due dates.FEESConcessions and scholarshipsGive merit, need-based, management, staff-child and scholarship concessions per student, with approval. A scholarship paid by a sponsor cuts the student's due and gives the sponsor its own dues, which the cashier collects in one go.ADMISSIONS AND STUDENT RECORDSAdmissions: enquiries, applications and the student recordEach application moves through your admission stages, from the first enquiry to a confirmed seat. When the admission fees are paid, one click makes the student record, with the programme, the semester and the fee receipts already on it.
See your own semester run in it.
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