Cashier closing, fee reports and Tally export
Each 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.
PLANSFrom Growth
The Tally file and the SmartMy Tally connector are built and have not yet run against a real TallyPrime. They are set up and tested with you before go-live.
The problem it solves
- The cash at the accounts counter does not match the receipts, and nobody knows which day it went wrong.
- The principal asks for the defaulter list per programme before the exams, and the accountant spends a day building it.
- Every fee receipt is typed again into Tally at the end of the month.
- A receipt cancelled after the books were made never reaches the accounts.
How it works
- At the end of the day each cashier opens Cashier Closing. The system shows the receipts and the amount per payment mode.
- They type the cash counted, check the other modes, explain any difference and press Close the Day. No more receipts or cancellations can be dated that day.
- Each receipt is already in the accounts: an entry per fee head, and the payment in its mode's cash or bank journal.
- The accountant and principal open Fees > Reports for collection, demand and collection, defaulters, concessions and deposits.
- For Tally, the accountant chooses a period in Export to Tally and makes the file. They import it in Tally Prime, ledgers first if needed.
Everything it does
Cashier closing
- One closing per cashier and day, with a line per payment mode: Receipts and Received (system)
- Counted / Handed Over: cash starts at zero, other modes at the system's amount
- A difference needs an explanation before closing; closings with a difference show in red
- Refresh picks up later receipts and keeps the amounts already typed
- Only a fee manager can Reopen a closed day; cashiers see only their own closings
- Online payments and receipts paid fully from credit are not in a cashier's closing
Reports (fee Managers)
- Collection: money in by day, mode, cashier, head, class and receipt book; kinds Dues, Late Fees, Without a Due, Kept as Credit, Paid from Credit
- Demand and Collection: Net, Paid and Balance by class and head, with Unpaid, Overdue and Paid filters
- Defaulters and Ageing: every unpaid due with Days Overdue, in Not Due Yet, 0-30, 31-60, 61-90 and Over 90 Days
- Concession Register: plan discounts, concessions and sponsor shares by type, class, year and head
- Deposit Register: every paid deposit, grouped by student
- Pivot, chart and list views, drill-down, and download to Excel
- Cancelled receipts, bounced cheques and opening history are left out of collection
Dashboards
- A ready-made Fees dashboard: Collected, Receipts, Outstanding, Overdue dues, Collection by day, Outstanding by fee head, Collection by payment mode
- With several colleges on one account, the group dashboard shows each college's Fees Collected, Fees Raised, Collection % and Fees Overdue
Export to Tally
- A Tally Prime XML file for a period: posted receipts as Receipt vouchers, credit-only receipts as Journal vouchers
- Cancelled or bounced receipts sent again as cancelled, with the same number
- Refunds as a Journal voucher for the deposit released and a Payment voucher for the money paid back
- Narration: student and register number, receipt number, mode, reference and payer
- Include the Ledgers makes the fee head, deposit, cash, bank and advances ledgers; safe to repeat
- Only What Was Not Sent Yet: on, so a receipt goes into a file once
- Tally Ledger on each fee head and payment mode; Tally Company, the advances ledger and the income group in Settings
Live to Tally (with the SmartMy Tally connector)
- The same vouchers go to the college's TallyPrime as they happen, through the office server program
- Students can be posted without a party, or each with their own ledger so Tally shows what each owes
- A cancelled receipt or due leaves Tally; a waived due is replaced
Who uses it
CashierCloses the day and explains any difference.
Accountant (fee Manager)Reads the reports, reopens closings, sets the Tally ledgers and makes the Tally file.
Principal or managementReads collection, defaulters and the dashboards, for one college or several.
AdministratorSets the Tally company and common ledgers in the Fees settings.
Where you use it
- Web: Fees > Collect > Cashier Closing; Fees > Reports (Collection, Demand and Collection, Defaulters and Ageing, Concession Register, Deposit Register, Export to Tally)
- Web: the Fees dashboard and the Group Dashboard
- Tally Prime: Import > Masters and Import > Transactions
- Not in the Campus app: closings and reports are on the web
What you control
Settings
- Tally Company: empty, meaning the Entity's name
- Tally Ledger: Fee Advances: "Fee Advances (students)"
- Tally Group for Fee Heads: "Direct Incomes"
- Export dates: the first of this month to today; Only What Was Not Sent Yet: on
- Default Fee Journal and Fee Advances Account: made by Set Up Fees
Notifications
- No messages from closings or reports; reminders to defaulters come from the Fee Overdue event
Works with
SmartMy Tally connectorFee receipts, dues, cancellations and refunds go to the college's TallyPrime as they happen, through the office server program.
Questions
Can a cashier change yesterday's receipts after closing?
No. A closed day takes no more receipts or cancellations. A fee manager can reopen it, make the correction and close it again.How do we get the defaulter list for one programme?
Open Defaulters and Ageing, switch to the list and search for the class. Group by Student for one total per student, then download it to Excel.Has the Tally file been tried in Tally Prime?
It was checked by reading the file back: every voucher balances and cancellations keep their numbers. It has not been imported into a real Tally Prime yet, so try it first in a test company.Can a receipt reach Tally twice?
Not with Only What Was Not Sent Yet ticked. Each receipt goes into one file; a receipt cancelled later goes once more, as a cancellation.Can fees go to Tally without making files?
Yes, with the SmartMy Tally connector on the office PC. It is built but has not yet run against a real TallyPrime, so it is set up and tried with you first.Related features
FEESFee counter and receipts with a QR checkYour 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.FEESDeposits, refunds, late fees and services held for duesHold caution deposits and give them back when a student leaves, with unpaid fees cleared first. Late fees are added each night by your slabs. Hall tickets, the transfer certificate and library borrowing can wait while fees are overdue.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.ACTIVITIES, DISCIPLINE, GROUPSeveral colleges in one account, with a group dashboardRun each college of your trust or group as its own institution in one account. Each keeps its own programmes, grade scales, fees, approvals and messages. A group dashboard gives management one scorecard per college every day: students, staff, attendance, fees, exams, messages and discipline.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.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.